- Addenda
- Text
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- Due Text
- Friday, November 20, 2026 5:00pm
- Posted At
- Tue, Oct 27, 2026 8:56 AM
- Documents
- Rental_Registry_Database_and_Portal.pdf, A - Functional_and_Technical_Requirements - Rent Registry RFP, B - Technical Questionnaire, D - MASTER-SERVICES-CONTRACT, E - REQUIRED FORMS - AAs - SIG-LEGAL-STATUS - DECLARATION OF NONCOLUSION 08022024 v2, F - DISQUALIFICATION_DISCLOSURE (4), G - CONFLICT_OF_INTEREST (5), H - Pasadena_Taxpayer_Protection_Amendment_Disclosure (2), I - DESIGNATED REPRESENTATIVESdocx, N - RELEVANT EXPERIENCE FORM
- Numeric Id
- 293584
- Description
- The City of Pasadena Rent Stabilization Department is seeking proposals from qualified vendors to provide a comprehensive rental registry database and online portal. The selected vendor will be responsible to meet the City's need for implementing, operating, and maintaining a system that supports the requirements of City Charter Article XVIII, which governs rent stabilization in Pasadena.
The Department requires a fully hosted online platform that enables landlords to register rental units, update unit and tenancy information, apply for exemptions, and pay the City’s annual rental registry fee, including any applicable late fees. The system must also allow landlords to submit any rent registration-related notices or documents mandated by the Charter or any applicable federal, state, or local laws directly to the City through the registry portal.
A Rental Registry is a core, foundational tool to monitor compliance with Charter Article XVIII to ensure that rent adjustments are in compliance with local law. There are approximately 26,000+ rental units registered within the City of Pasadena Rent Stabilization Department's Rental Registry. Rental property owners are required to register on annual basis and pay a registration fee for each rental unit. Exemptions for the annual registration fee are available and processed through the Rental Registry. Outside of the annual rental registration window from September-October, rental property owners are required to utilize the system to record key events including, but not limited to, occupancy amendments, rent increases and transfer of ownerships.
The Rent Stabilization launched its Rental Registry on September 2024. It contains data for approximately 26,000+ rental units. Online payments can be made via eCheck and through Payroc via debit/credit card. A key desire for the next system is to integrate with Tyler Cashiering. The top 3 highest scoring proposals will be invited to participate in product demonstrations during the week of December 7-10, 2026.
City Charter Article XVIII can be accessed via this link: https://library.municode.com/ca/pasadena/codes/code_of_ordinances?nodeId=CH_ARTXVIIIPAFAEQHOCHAM. Adopted regulations concerning rental registration, Chapter 9, are available on the Pasadena Rent Stabilization Website via this link: https://www.cityofpasadena.net/rent-stabilization/notices-forms-resources/#regulations
Background
The Rent Stabilization Department was created in December 2023 to support the Pasadena Rental Housing Board (Board) duties to regulate rent increases on certain rental properties in the City, provide eviction protections, and carry out the other duties set forth in City Charter Article XVIII approved by Pasadena voters in November 2022.
The Department is responsible for:
Enforcing rent stabilization laws: Implementing policies and procedures to prevent unfair rent increases, eviction, and other habitability violations while ensuring rental-property owners receive a fair return on investment in accordance with the Charter;
Assisting tenants and landlords: Provide counseling and guidance to empower tenants and landlords to understand their rights and responsibilities and navigate Board processes for petitions, hearings and accessing other city services;
Collecting and analyzing data: Comprehensive data on rents, housing availability, and other data to inform policy decisions, and enforce regulations;
Engaging in community outreach and education: Collaborative initiatives with community organizations will educate tenants and landlords about their rights and responsibilities under Pasadena's rent stabilization law, Charter; and
Supporting the Board to fulfill its policy development functions, processes and facilitate public meetings.
Timeline
Release Project Date:
October 27, 2026
Pre-Proposal Meeting (Non-Mandatory):
November 3, 2026, 9:00am
https://teams.microsoft.com/meet/211944019459621?p=Ee9Nbj37XLWNaOq3xT
- Document Text
- Post Information
Posted At:
Tue, Oct 27, 2026 8:56 AM
Sealed Bid Process:
Yes (Bids Sealed / Pricing Sealed)
Private Bid:
No
1. Introduction
1.1. Summary
The City of Pasadena Rent Stabilization Department is seeking proposals from qualified vendors to provide a comprehensive rental registry database and online portal. The selected vendor will be responsible to meet the City's need for implementing, operating, and maintaining a system that supports the requirements of City Charter Article XVIII, which governs rent stabilization in Pasadena.
The Department requires a fully hosted online platform that enables landlords to register rental units, update unit and tenancy information, apply for exemptions, and pay the City’s annual rental registry fee, including any applicable late fees. The system must also allow landlords to submit any rent registration-related notices or documents mandated by the Charter or any applicable federal, state, or local laws directly to the City through the registry portal.
A Rental Registry is a core, foundational tool to monitor compliance with Charter Article XVIII to ensure that rent adjustments are in compliance with local law. There are approximately 26,000+ rental units registered within the City of Pasadena Rent Stabilization Department's Rental Registry. Rental property owners are required to register on annual basis and pay a registration fee for each rental unit. Exemptions for the annual registration fee are available and processed through the Rental Registry. Outside of the annual rental registration window from September-October, rental property owners are required to utilize the system to record key events including, but not limited to, occupancy amendments, rent increases and transfer of ownerships.
The Rent Stabilization launched its Rental Registry on September 2024. It contains data for approximately 26,000+ rental units. Online payments can be made via eCheck and through Payroc via debit/credit card. A key desire for the next system is to integrate with Tyler Cashiering. The top 3 highest scoring proposals will be invited to participate in product demonstrations during the week of December 7-10, 2026.
City Charter Article XVIII can be accessed via this link: https://library.municode.com/ca/pasadena/codes/code_of_ordinances?nodeId=CH_ARTXVIIIPAFAEQHOCHAM. Adopted regulations concerning rental registration, Chapter 9, are available on the Pasadena Rent Stabilization Website via this link: https://www.cityofpasadena.net/rent-stabilization/notices-forms-resources/#regulations
1.2. Background
The City of Pasadena is an ethnically diverse community that is home to approximately 142,017 people. Pasadena is the ninth-largest city in Los Angeles County. It is one of the primary cultural centers of the San Gabriel Valley. The City covers approximately 22.5 square miles, with an average of ten residents per acre. The median age of its residents is approximately 36.9 years. There are over 100,000 jobs in a wide variety of industries in the City of Pasadena.
The Rent Stabilization Department was created in December 2023 to support the Pasadena Rental Housing Board (Board) duties to regulate rent increases on certain rental properties in the City, provide eviction protections, and carry out the other duties set forth in City Charter Article XVIII approved by Pasadena voters in November 2022.
The Department is responsible for:
Enforcing rent stabilization laws: Implementing policies and procedures to prevent unfair rent increases, eviction, and other habitability violations while ensuring rental-property owners receive a fair return on investment in accordance with the Charter;
Assisting tenants and landlords: Provide counseling and guidance to empower tenants and landlords to understand their rights and responsibilities and navigate Board processes for petitions, hearings and accessing other city services;
Collecting and analyzing data: Comprehensive data on rents, housing availability, and other data to inform policy decisions, and enforce regulations;
Engaging in community outreach and education: Collaborative initiatives with community organizations will educate tenants and landlords about their rights and responsibilities under Pasadena's rent stabilization law, Charter; and
Supporting the Board to fulfill its policy development functions, processes and facilitate public meetings.
1.3. Contact Information
Deadline for Questions
The deadline to submit questions related to this solicitation is Thursday, November 12, 2026, prior to 3:00 pm.
Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.
Project Contact:
Will Panza
Management Analyst IV
Email: wpanza@cityofpasadena.net
Phone: (626) 744-6165
Procurement Contact:
Antonio Watson
Project Manager
Email: awatson@cityofpasadena.net
Phone: (626) 744-8382
Department:
Rent Stabilization Department
1.4. Timeline
Release Project Date:
October 27, 2026
Pre-Proposal Meeting (Non-Mandatory):
November 3, 2026, 9:00am
https://teams.microsoft.com/meet/211944019459621?p=Ee9Nbj37XLWNaOq3xT
Question Submission Deadline:
November 12, 2026, 3:00pm
Proposal Submission Deadline:
November 20, 2026, 5:00pm
Product Demonstration Starting Date for 3 highest Initial Scoring Vendors:
December 7, 2026
Product Demonstration End Date for 3 highest Initial Scoring Vendors:
December 10, 2026
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 5:00 pm on Friday, November 20, 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 three projects/contracts of similar scope and size. Complete and submit the attached Relevant Experience Form with your proposal to demonstrate experience with projects/contracts of similar scope and size to that which is to be performed.
3.4. Reservations
The City reserves the right to reject any or all bids or proposals and any item or items therein, and to waive any non conformity of proposals with this RFP, whether of a technical or substantive nature, as the interest of the City may require.
3.5. Documents to be construed together
The Request for Proposal (RFP), the Proposal, the Non Collusion Affidavit, and all documents referred to in the complete specifications and the Contract to be entered into between the Contractor and the City, and all modifications of said documents, shall be construed together.
3.6. Patent fees; patent, copyright, trade secret and trademark fees
Each PROPOSER shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.
3.7. PUBLIC CONTRACT CODE SEC. 9204 NEW PUBLIC WORKS CLAIMS PROCEDURE
Observe attached details regarding Public Contract Code Section 9204. AB 626, approved by the Governor on September 29, 2016, created a new Public Contract Code Section 9204, which specifies new procedural requirements for claims submitted by a contractor on any public works project. These new requirements contain burdens for both private contractors and public entities and are specifically made applicable to charter cities.
3.8. Request for Proposal (RFP) quantities:
The quantities contained in the RFP documents are approximate only and are for the sole purpose of comparing proposals. The City may, in accordance with the specifications, request additional services as necessary at the City's sole discretion, as increased by the unit price noted and payment will be made for the amount of services actually provided as determined by the City and accepted at the unit prices noted in the proposal.
3.9. Price Adjustment Clause
At the conclusion of the first contract year and prior to the commencement of the second contract year or any subsequent contract extension period, the contractor may request unit price increases. Under no circumstances shall the City accept price increases, which exceed the rate of the then current Consumer Price Index (C.P.I.) "All items in Los Angeles-Long Beach-Anaheim, CA, all urban consumers, not seasonally adjusted" for the latest available preceding 12 month period. The percentage increase shall be a 12 month percentage increase for the first month of the subsequent contract year(s).
3.10. CHANGE ORDER MANAGEMENT
CHANGE ORDER MANAGEMENT Any additional work identified during the course of the project that is deemed necessary, but outside the original Scope of Services, must be recorded as a Change Order and approved by the City Project Manager in writing before work is started.
3.11. Taxpayer Protection Act
Under the provisions of the City of Pasadena Taxpayer Protection Act ("TPA"), the Contractor/Organization will be considered a "recipient of a public benefit." The full provisions of the TPA are set forth in Pasadena City Charter, Article XVII. Under the TPA, City public officials who approve this Contract are prohibited from receiving specified gifts, campaign contributions or employment from Contractor for a specified time. As well, if this Contract is to be approved by the City Council, Councilmembers or candidates for Council are prohibited from receiving campaign contributions during the time this Contract is being negotiated (from the due date for an RFP response until award of a contract; this restriction does not apply to competitive and noticed low bid contracts). This prohibition extends to individuals and entities that are specified in the TPA and includes Contractor/Organization and its trustees, directors, partners, corporate officers and those with more than a 10% equity, participation, or revenue interest in Contractor/Organization. Contractor/Organization understands and agrees that: (A) Contractor/Organization is aware of the TPA; (B) Contractor/Organization will complete the forms provided by the City to identify all of the recipients of a public benefit specified in the TPA; and (C) Contractor/Organization will not make any prohibited gift, campaign contribution or offer of employment to any public official who negotiated and/or approved this Contract, and will not make any prohibited campaign contribution during the time this contract is being negotiated. The Contractor shall submit a copy of the completed TPA form to the City Clerk’s Office if the contract is to be awarded by the City Council via e-mail: OfficialRecords-CityClerk@Cityofpasadena.net or by fax: (626) 744-3921, and submit a copy with the response package. For more information please go to: https://www.cityofpasadena.net/city-clerk/disclosure-reportsax-payer-protection-act-tpa/
3.12. CONFLICT OF INTEREST STATEMENT ** REVIEW
The proposing Consultant shall disclose any financial, business or other relationship with the City of Pasadena that may have an impact upon the outcome of the contract or any construction project. The Consultant shall also list current clients who may have a financial interest in the outcome of this contract or the construction project that will follow. The proposing Consultant shall disclose any financial interest or relationship with any construction company that might submit a bid on the construction project related to this solicitation. Proposers must complete and submit the following Form: Conflict of Interest Statement
3.13. Compliance with the Levine Act (Government Code Section 84308)
The Levine Act precludes an officer of a local government agency, including an elected official, from participating in the award of a contract if he or she receives any political contributions totaling more than $500 in the 12 months preceding the pendency of the contract award, and for 12 months following the final decision, from the person or company awarded the contract. Proposers should ensure their employees, agents, and consultants are aware of the requirements of the Levine Act before the proposal is submitted, so as to avoid inadvertent violations.
3.14. Payment of Subcontractors, Suppliers, and Workers
The Prime Contractor shall be solely responsible for the payment of all subcontractors, suppliers, laborers, and any other persons or entities employed in connection with the performance of this Contract.
The City shall have no obligation to pay, or to ensure the payment of, any subcontractors, suppliers, or workers directly. The Prime Contractor shall ensure timely and full payment in accordance with all applicable laws, including but not limited to California Public Contract Code §§ 10262 and 10262.5 and Labor Code § 218.7.
Failure to comply with this requirement may result in the withholding of payments, imposition of penalties, and/or other remedies available under the Contract and applicable law.
The Prime Contractor shall also include in all subcontracts a provision requiring subcontractors to pay their lower-tier subcontractors and suppliers in a timely manner consistent with this section.
4. City Requirements
There are forms included in the section named Submittal/Checklist of these specifications which a bidder or proposer must complete to establish compliance with a number of City Requirements, including, but not limited to, equal employment opportunity and affidavit of non-collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them may be grounds, in the sole discretion of the city, for rejection of any bidder or proposer.
4.1. Pasadena Operating Companies
If this solicitation is issued by an Operating Company of the City of Pasadena including the Pasadena Center Operating Company; or Rose Bowl Operating Company; or Pasadena Community Access Corporation: In this solicitation, any reference to the City, shall actually refer to the PCOC, PRHB, or RBOC, or PCAC, e.g. "City" shall refer to the Operating Company, "City Council" to its Board of Directors, and "City Manager" to its Chief Executive Officer.
4.2. Equal Employment Opportunity in Contracting
Policy - The City of Pasadena is committed to a policy of Equal Employment:
Contracting. Contractors expressly agree to comply with the City’s ordinances and regulations regarding Equal Opportunity Employment as well as regulations that may be mandated by the source of the funds supporting this contract.
Compliance – To the extent permitted by law, Contractor expressly agrees to establish compliance with the Equal Employment Opportunity Practices Provisions of Chapter 4.08 of the Pasadena Municipal Code, and the Rules and Regulations adopted pursuant to said ordinance.
The successful bidder or proposer may be required to submit documentation during the term of the contract to evidence on going compliance with the City’s Equal Opportunity Practices Provisions. Such documentation may include, but not be limited to certified payroll records and Current Permanent Workforce Utilization reports.
Required Forms – Each bidder or proposer must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless bidder or proposer has an approved Form on file with the City.
Questions regarding Chapter 4.08 of the Pasadena Municipal Code and regulations adopted pursuant thereto should be directed to the Department of Finance, Purchasing Division 626.744.6755.
4.3. Declaration of Non-Collusion by Contractor
This form is only applied for formal solicitations $75,000 or more. The City requires that each bidder or proposer executes and submits to the City with the Bid/Proposal, the attached Declaration of Non Collusion in the section named "Submittals/Checklist."
4.4. SAMPLE CONTRACT
A sample of the contract the successful vendor will be required to enter into with the City is attached hereto and by this reference incorporated herein and made part of this solicitation.
4.5. CHANGE ORDER MANAGEMENT
Any additional work identified during the course of the project that is deemed necessary, but outside the original Scope of Services, must be recorded as a Change Order and approved by the City in writing before work is started.
4.6. Local Preferences
The City of Pasadena is committed to promoting the economic health and well being of its residents. To this end, contractor agrees to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions that result from the performance of this contract and which are performed within the City.
4.7. Pasadena Business License
Awarded bidder or proposer may be required to obtain and pay for any required business license under Title 5 of the Pasadena Municipal Code.
If the business will not come into the City for the purpose of providing services for this contract they are not required to obtain a business license.
If the business will only be coming into the city no more than 10 times to work on projects, they are charged 33% of the annual tax (Pasadena Municipal Code Section 5.04.130C)
If they come into the City more than 10 times they are required to pay the annual fee.
Any subcontractors used by the awarded bidder or proposer will be required to obtain a license if they will be coming into the City to perform services.
For further information contact Municipal Services Department at (626) 744-4166, Monday-Friday between 7:15 am and 5:15 pm. Additional Information regarding business license fees can be found here: https://www.cityofpasadena.net/finance/licenses/business-licenses/
4.8. Invoice Submission Portal
Invoice Submission Portal
The invoice submission process is activated when an invoice is submitted through the Vendor Invoice Portal. Invoices submitted are automatically sent to the department being invoiced for review. Once the city department verifies its accuracy, the department will submit the invoice to Accounts Payable for payment processing. One final review and approval by the department who was invoiced is needed in order for a check to be issued. Checks are issued on Tuesday and Thursday.
How to submit invoices to the City of Pasadena?
Create an account: Visit the City’s Invoice Submission website: https://invoice.cityofpasadena.net/ and select “Create Account”
Refer to the "Invoice Submission Portal - Vendor User Guide" for detailed instructions.
4.9. Acceptance of Conditions
By submitting a bid or proposal, each bidder or proposer expressly agrees to and accepts the following conditions:
All parts of the Instructions to bidder or proposer and Specifications will become part of the Contract between the selected bidder or proposer and the City;
The City may require whatever evidence is deemed necessary relative to the bidder or proposer financial stability and ability to complete this project;
The City reserves the right to request further information from the bidder or proposer, either in writing or orally, to establish any stated qualifications;
The City reserves the right to solely judge the bidder or proposer representations, and to solely determine whether the bidder or proposer is qualified to undertake the project pursuant to the criteria set forth herein. The bidder or proposer, by submitting a bid, expressly acknowledges and agrees that the judgment of the City as to whether or not the bidder or proposer is qualified to perform the project, shall be final, binding and conclusive;
The City reserves the right to reject all bids, waive any irregularity in any of the bids, or cancel or delay the project at any time;
This bidding process does not commit the City to award any contract, and the City is not liable for any costs incurred by the bidder or proposer in the preparation and submission of a bid.
4.10. Pasadena Business
Local Business is defined in the Pasadena Municipal Code section:
4.08.020, O: "Local business" means a business with a fixed place of business located in the city.
To receive any preferences offered to a Pasadena business in this solicitation, a Pasadena business must be located within the City Boundary by the release date of this solicitation.
4.11. Pasadena Living Wage Ordinance
If this purchase includes a service, and the contract total is at $25,000 or more, it is then subject to the City of Pasadena's Living Wage Ordinance, Pasadena Municipal Code Chapter 4.11. The ordinance requires that contractors providing labor or services to the City under contracts in excess of $25,000 pay no less than the City’s Living Wage to all employees who spend any of their time providing labor or delivering services to the City.
The selected contractor will be required to evidence compliance with the Living Wage Ordinance by submitting payroll records as requested by the City. Each record shall include the full name of each employee performing labor or providing services under the contract; job classification; rate of pay and benefit rate.
Failure to comply with the provisions of the Pasadena Living Wage Ordinance is grounds for termination of the contract and a basis for penalties as stated in Pasadena Municipal Code Chapter 4.11. Questions concerning the Pasadena Living Wage Ordinance should be directed to:
Finance Department
Purchasing Division
626-744-6755 - phone
626-744-6757 – fax
Please visit https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ for the current calendar year Pasadena Living Wage rate.
4.12. PAYMENT OF A CITY-WIDE MINIMUM WAGE
If a vendor is providing labor for any subsequent contract resulting from this solicitation, they must comply with the City of Pasadena Minimum Wage as set forth in Chapter 5.02 of the Pasadena Municipal Code. Vendors are encouraged to review the City’s minimum wage information guide at (https://bit.ly/3o3SHMh). The minimum wage ordinance may be found at Pasadena Municipal Code.
4.13. Errors and Omissions
Bidders or Proposers shall not be allowed to take advantage of any errors or omissions in the Instructions to Bidders/General Instructions or Specifications/Scope of Work. Full instructions will be given if such error or omission is discovered and timely called to the attention of the City.
4.14. Patent Fees; Patent, Copyright, Trade Secret, and Trademark Fees
Each bidder or proposer shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.
4.15. Taxes
Price bid or Price Proposals shall include all federal, state, local and other taxes.
4.16. Certificate of Insurance
Proof of insurance is not required to be submitted with your bid/proposal, but will be required prior to the City's award of the contract. Refer to the Insurance requirements in the "Insurance Requirements" section of this document.
4.17. REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION (IRS Form W-9)
The winning proposal/bid may be required to submit a completed and signed IRS Form W-9. Failure to submit this form may result in the response being deemed non-responsive.
Link: https://www.irs.gov/pub/irs-pdf/fw9.pdf
4.18. LIMITATIONS ON LIABILITY
Bidders acknowledge that they shall provide the goods and/or services without monetary limitations on liability. If Bidders take exception to this requirement, Bidders shall expressly state any exceptions, including the proposed limits of liability, (a) in detail; (b) as a separate line item; and (c) not part of any form documents submitted. Bidders acknowledge that any exceptions may result in a finding of non-responsiveness.
4.19. Recycled Product Procurement Mandates Pertaining to Local Governments [Public Contract Code Sections 22150 - 22154]
This section is only applied when buying paper products.
Beginning January 1, 2022, SB 1383 requires jurisdictions (cities, counties, cities and counties, or special districts that provide solid waste collection services) to purchase recycled-content paper products that are recyclable.
SB 1383 builds upon existing laws that require jurisdictions to purchase products that contain minimum recycled content, and adds additional requirements on product recyclability and recordkeeping.
All vendors providing Paper Products and Printing and Writing Paper shall:
Provide products that contain no less than 30% minimum recycled content and recyclability (described in further detail in State of California, Public Contract Code Sections 22150-22154, under the sections “Recycled-Content Requirements” and “Recyclability Requirements”.
Provide a written certification and other verification from product vendors, as applicable, certifying that the products meet the recycled-content and recyclability requirements.
4.20. AVAILABILITY OF FUNDS
The provisions of this Contract relating to payment for products or services shall become effective when funds assigned for the purpose of compensating the Contractor as herein provided are actually available to for disbursement. The City shall be the sole judge and authority in determining the availability of funds under this Contract. If any action is taken by the City, any state agency, Federal department or any other agency to suspend, decrease, or terminate its fiscal obligations under, or in connection with, this Contract, the City may amend, suspend, decrease, or terminate its obligations under, or in connection with, this Contract. In the event of termination, The City shall be liable for payment only for products provided or services rendered prior to the effective date of the termination, provided that such products or services were provided or performed in accordance with the provisions of this Contract.
4.21. Addenda
If any person contemplating submitting a proposal of the items or services listed herein is in doubt as to the true meaning of any part of this RFP, he/she may submit a question through the City's eProcurement Portal Q&A section for an interpretation or correction thereof.
Any interpretation or correction of City specifications will be made only by addendum, duly issued by the City representative(s) identified in this solicitation, above. Addenda (if any) shall be made available on the City's eProcurement system, and sent to each vendor included on the "Followers" list in the City's eProcurement system. A vendor's failure to address the requirements of any and all addenda may result in the response (proposal or bid, or alike) not being considered. If the City determines that a time extension is required for the proposal, the City will issue an addendum that will give the new submission date. The vendor is responsible to register on the City's eProcurement Portal and follow the project named Rental Registry Database and Portal 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
Proof of insurance is not required to be submitted with your bid or proposal. However, proof of insurance with the lines of coverages and policy minimums as listed below will be required prior to the City's award of any contract. The City of Pasadena reserves the right to modify these requirements, including lines of coverage and limits, based upon the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
5.1. Insurance Requirements
Please review detailed insurance requirements as posted on the City's website at https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Information-Technology.pdf?v=1660089163149.
5.2. Prime/Subcontractor Insurance Obligations
Any contractor using subcontractors for any portion of the work shall ensure subcontractors maintain insurance which meets or exceeds the requirements set forth in this solicitation. The prime contractor is responsible for verifying, obtaining, and maintaining proof of subcontractor compliance for the duration of the contract, and any failure by a subcontractor to meet these requirements shall be deemed a failure of the prime contractor to do so. Subcontractors performing work directly for the City, or on City property, may also be required to provide certificates of insurance and all required endorsements to the City prior to starting work, if requested by the City.
5.3. Acknowledgement
Submission of a response to this solicitation shall be deemed acknowledgment and acceptance of the insurance requirements as outlined herein and in any referenced documents.
6. Data Protection Requirements
The following Data Protections apply to all solutions proposed to the City. These provisions describe the City’s expectations for how vendors handle, store, secure, and manage the City's Organizational Data (City Data), including when a solution incorporates Artificial Intelligence (AI) or Machine Learning (ML) technologies. The requirements focus on transparency, responsible data practices, system integrity, and ensuring that City Data is used only as authorized.
Vendors should review these provisions carefully and ensure that all aspects of the proposed solution, including any AI‑enabled features, system components, third‑party services, and model providers, conform to the requirements below. Proposals should clearly address how the solution meets these obligations, including any disclosures required by the AI‑related sections.
6.1. Data Ownership
The City retains all rights, title, and interest in data and information input, uploaded, transmitted, or otherwise provided by or on behalf of the City into the vendor‑provided solution (“City Data”). All City Data shall remain the sole and exclusive property of the City. The vendor has no rights to use City Data for any purpose other than to deliver the services contracted, unless otherwise authorized in writing by the City.
City Data shall not be disclosed, shared, transferred, or otherwise made available to any third party without the City's prior written consent. No such disclosure is permitted for any reason, including operational, analytical, or service-related purposes, unless expressly approved in writing by the City. Any access to or use of City Data by any third party resulting from the vendor’s actions, omissions, or failures to comply with these requirements - including but not limited to intentional conduct, negligence, or insufficient safeguards - shall constitute an unauthorized disclosure.
Upon termination of any agreement between the City and the vendor, all City Data shall be returned to the City, including uploaded documents and attachments, in an industry‑standard format such as CSV, JSON, or XML, or another format mutually agreed upon at that time and without additional fees or charges.
6.2. Data Sovereignty
The vendor‑provided solution must keep all City Data and information within the United States, including when information is stored as part of a backup, unless otherwise authorized in writing by the City.
6.3. Data Security
The vendor‑provided solution must protect and secure all City Data input to the system, including documents and attachments. Information must be protected by AES 128‑bit or greater encryption. Information must be encrypted in transit between the solution and the user’s web browser. The solution must encrypt all data stored at rest, including on disk, within databases, and when information is maintained external to the solution (such as in backups or data exports), unless otherwise authorized in writing by the City.
6.4. Compelled Data Disclosure
In the event the vendor receives a subpoena, court order, or other legal process requesting access to or disclosure of any City Data, the vendor shall promptly notify the City in writing, unless legally prohibited from doing so, and shall cooperate with the City in seeking a protective order or other appropriate remedy. Any disclosure of City Data in response to legal process must be authorized in writing by the City, unless prohibited by law.
6.5. Data Storage
The vendor shall not permit the storage of City Data on vendor mobile or removable devices (e.g., laptops, USB drives, removable drives, optical disks) except for a limited purpose and duration, and only if authorized in writing by the City. Any such use also requires that the vendor meet the data‑security requirements noted above, ensuring that all storage on mobile or removable devices is appropriately encrypted and protected.
6.6. Data Deletion
Upon termination of the agreement, or upon written request by the City, the vendor shall permanently delete all City Data from its systems, including backups and any other repositories under the vendor’s control, within thirty (30) days, unless retention is required by law or authorized in writing by the City. Deletion must include all documents, attachments, and any derivative data, and shall be performed in accordance with recognized industry standards for secure data erasure. Upon completion of data deletion, the vendor shall provide the City with written certification confirming the destruction of all relevant data.
6.7. Artificial Intelligence (AI) Usage Disclosure
The vendor shall fully disclose any use of Artificial Intelligence (AI), Machine Learning (ML), or automated decision‑making technologies within the proposed solution. This includes, but is not limited to, the specific functions where AI is used; the nature of each AI model (e.g., predictive, generative, or rule‑based); and whether such models are proprietary, third‑party, or open‑source. The vendor shall identify all AI model providers, hosting environments, inference APIs, fine‑tuning services, and any other sub‑service providers involved in enabling AI functionality. The vendor shall also disclose whether any AI models are shared across multiple customers or tenants.
The vendor shall not materially modify, replace, or introduce AI model providers, model families, inference providers, or data‑handling practices related to AI functionality without prior written notice to the City. Any such change shall include advance disclosure of technical impacts, data‑flow changes, and any implications for the operation, security, or privacy of AI‑enabled features.
The City reserves the right to approve or reject the use of AI components or subsequent modifications based on risk, transparency, and alignment with City policies.
6.8. Prohibition on Use of City Data for AI Training
The vendor shall not use any City Data to train, fine‑tune, or otherwise improve any AI or ML models—whether proprietary, third‑party, or public—without the City’s express written consent. This prohibition applies to all model‑development activities, including training or refinement of public, shared, or multi‑tenant models.
For purposes of this section, “City Data” includes all data, documents, files, records, metadata, logs, or derived data that are created, submitted, uploaded, stored, processed, or otherwise provided by or on behalf of the City. “City Data” does not include aggregated, de‑identified, or statistical usage data generated by the normal operation of the vendor’s platform, provided such data cannot reasonably be used to identify the City, any City user, or any specific City content, and does not reveal or reconstruct any non‑public City information.
Under no circumstances may aggregated or statistical usage data be used to infer, characterize, or disclose the City’s specific operational patterns, workloads, records, or system behaviors.
6.9. AI Feature Transparency and Choice
The vendor shall disclose whether the proposed solution includes AI, ML, or automated decision‑making technologies that are integral to its functionality. Where feasible, the vendor shall provide mechanisms that allow the City to configure or limit the use of such features. The City recognizes that opting out of AI features may reduce functionality; however, vendors are expected to design solutions that support informed decision‑making by clearly identifying which features rely on AI and whether such features are optional or required.
6.10. Disclosure of Substitute or Alternative AI Providers
The vendor shall disclose whether functional or technical alternatives exist for each AI model or AI service used within the proposed solution. Where substitutes are available, the vendor shall identify such alternatives and describe the conditions under which they may be deployed. Where no substitutes are feasible, the vendor shall clearly state such limitations. This disclosure shall enable the City to understand dependencies on specific AI providers and to assess the resilience of AI‑enabled features in the event of provider changes, service disruptions, or model deprecations.
6.11. AI Resiliency and Service Continuity
The vendor shall describe the anticipated operational impacts to AI‑enabled functionality if any AI model, model provider, or related AI service becomes restricted, deprecated, or unavailable. The vendor shall maintain and provide resiliency and service‑continuity plans identifying which features shall continue to operate, which features may degrade, and which features may become unavailable under such conditions. Plans shall include any fallback mechanisms, alternative workflows, or mitigation strategies necessary to maintain service continuity and to minimize operational disruption to the City.
6.12. Technical Questionnaire Form
This form is only required for the purchases of technology. The City of Pasadena Department of Information Technology (DoIT) is tasked with reviewing all IT solutions proposed for use by the City. DoIT uses this questionnaire to assess various business, security, and/or operational impacts of bidder or proposer proposed technology solutions, SaaS offerings, software or hardware that will reside on the City’s servers and/or network, that will integrate to the City’s existing applications, servers and/or network, or that may have an impact on the City’s ability to conduct business. This questionnaire is also used to identify and distinguish at an early stage in the evaluation process the potential roles and responsibilities of the City and the proposer.
If selected, proposers are required to complete the Pasadena Department of Information Technology Technical Questionnaire. The questionnaire is included in the section named "Submittal/Checklist." When completing the questionnaire, please note:
Section 4.0 must be completed for externally hosted/SAAS applications; and
Section 5.0 must be completed for City hosted/on-premises software
7. Scope of Work
7.1. General Requirements
The following outlines the key services that the Vendor shall perform and that the rental registry portal should provide:
Vendor shall implement, operate and maintain a rental registry portal that supports the City’s Charter Article XVIII. Specifically, the City is seeking a database or portal where landlords register rental units, update rental unit information, update tenancy information, submit notices and other documents as requested, pay the City’s rental registry fee and any applicable late fees.
The rental registry database and portal must completely and accurately provide the following information from the Landlord for each of their rental units:
The legal address or addresses of each Property, and all associated Rental Unit numbers or addresses.
The legal name of the owner or ownership entity for each Property, including, but not limited to, limited partners, general partners, and LLC members.
Date of assumption of ownership by current owners;
The name and contact information of a natural person serving as point of contact for purposes of service or contact such as authorized representatives and property managers
The number and size of each Rental Unit, including the number of bedrooms, bathrooms, and approximate square footage of the Rental Unit.
The beginning and end dates (if any) of all tenancies begun or terminated within the past year.
The amount of Rent collected over the past year for each Rental Unit during each month of occupation, including date and amount of last rent increase.
The utilities, services, and other amenities included in the Rent for each Rental Unit.
The Pasadena Rental Housing Board (Board) may adopt policies and procedures that require additional information to be collected and recorded in the rental registry portal.
Any notices or documents required to be provided from a landlord to a tenant by the Charter or any other applicable federal, state, or local law, including, but not limited to, notice of rent increase must be provided to the City through the rental registry portal.
Vendor must provide an initial project timeline. The City prefers to have any new system setup by April 30, 2027 including implementation, integration, data conversion and training.
Any landlord that is claiming any exemption from the Charter must be able to file a claim of exemption with the Department through the rental registry portal. The claim must be accompanied by supporting documentation, a written declaration stating the facts which support the claim of exemption from the provisions of the Ordinance. The rental registry portal must allow for uploading of such documentation by end-users.
Vendor shall be responsible for providing a cost-effective and fully integrated property and rent tracking system (“System”) that can be utilized as one comprehensive tool by the City’s Rent Stabilization Department staff to manage all its business functions related to the Charter Article. The System shall allow Department staff to track and manage properties and their associated rent and tenancy information. The System shall be fully integrated to provide a consolidated system with billing, document management, user management, and automated business process workflow capabilities. The System shall be configurable and expandable in order to support changes to business processes and data being collected and tracked.
7.2. System Capabilities
User and Access Management – The System shall allow staff to create and manage users. Additionally, the System shall allow staff to control access to data and features based on user type and role.
Business Process Management & Electronic Forms – The System shall allow staff to create workflows for the different agency business processes, including registration and waivers. The attached Functional and Technical Requirements document lists functionalities that the system will be expected to perform.
On-site and Online Payment Collection – The System shall allow for collecting annual fees and integrate with standard City of Pasadena fee collection methods and software. Staff will be able to reconcile payments as needed.
Document Management – The System shall allow both internal and external users to upload documents for the unit, property and user in the System. The System shall integrate with a document management system that can track document versions, document history, and allow metadata management, search, and collaboration.
Search – The System shall allow staff to easily and quickly look up information. Users shall be able to search for property information by address, APN, and owner name. Users shall be able to search for owner contact information.
Dashboard and Reporting – The System shall have a built-in dashboard and reports to inform staff about the current operational state and key performance indicators (KPIs).
Reporting: The rental registry must seamlessly pull and report data from City’s GIS platform, property assessor tax databases, and financial general ledgers.
Reconciliation: The system must generate standardized daily transaction reports that capture payments from various sources - the payment gateway, cashiering, mail-in checks etc.,
Data Export Capability: Native functionality to generate custom reports and execute secure data exports subject to local freedom of information rules (such as the Public Records Act).
Web-based & Mobile-responsive – The System shall be web-based and mobile responsive and shall function on all major smartphones and tablets.
ADA & Section 508 Compliance – All user interfaces shall be at minimum WCAG 2.0 compliant.
Cloud-Hosted – System must be cloud-hosted, multi-tenant or single-tenant hosted remotely, eliminating local server installations
Public Portal – The System shall provide an online portal for external users to view unit details within each property, including number of bedrooms, approximate square footage, maximum lawful rent. actual rent charged each month that the unit was occupied, the beginning and end dates, if any, of all tenancies that began or ended in the past year, and any other regulation promulgated by the Pasadena Rental Housing Board.
Owner User Portal - The portal can be used by landlords and property managers to view and update information about their rental units, update unit status and tenancy information, update ownership changes, and file for exemptions. Using the portal, users shall be able to pay the annual fee and any outstanding fees and penalties.
Data Protection & Security - The System shall include measures to ensure the protection and security of user data.
Encryption in Transit: The Vendor shall encrypt all customer data transmitted between client devices, APIs, services, and administrative interfaces using TLS 1.3 wherever supported and, at a minimum, TLS 1.2 with strong, industry-accepted cipher suites. The Vendor shall disable insecure or deprecated protocols and cryptographic algorithms, including SSL, TLS 1.0, and TLS 1.1.
Encryption at Rest: All customer data stored within the Vendor’s environment, including databases, file storage, logs, snapshots, and backups, shall be encrypted at rest using AES-256 or an equivalent NIST-approved cryptographic standard. Encryption keys shall be protected and managed using industry best practices, with logical separation between encrypted data and encryption key storage.
Data Isolation: The Vendor shall implement and maintain logical tenant segregation controls that prevent one customer’s data from being accessed, viewed, modified, disclosed, or deleted by another customer, tenant, or unauthorized party. Access to customer data shall be restricted using least-privilege principles and role-based access controls. The Vendor shall regularly validate tenant isolation controls through security testing and monitoring.
A complete set of Data Protection Requirements can be found in Section 6 of this solicitation.
Integration
Cashier System – For walk-in customers, the System shall be able to interface with the Tyler Cashiering application so that city cashiers can be immediately notified if a payment might be a duplicate payment, underpayment or overpayment. This will reduce the amount of time it takes City staff members to troubleshoot payments discrepancies.
Financial System: Integration with the City's ERP/financial general ledger (Tyler Munis) to pass payment records, process refunds, and sync daily transaction audits.
Payment Processor: Integrate with a secure, PCI-compliant payment gateway to accept credit/debit cards, checks, and ACH transaction.
Single Sign-On Integration and identify management: Vendor must provide a fully integrated Single Sign-On (SSO) capability that allows enterprise users to authenticate securely.
The solution must completely delegate authentication to the organization’s Microsoft Entra ID tenant. The platform must honor all corporate access policies, Conditional Access rules, password less authentication methods, and Multi-Factor Authentication (MFA) challenges enforced by Entra ID.
The vendor must provide a highly secure, restricted method for a limited number of local administrator "break glass" accounts to prevent system lockout during an IdP outage.
14. Data Migration: The selected vendor is entirely responsible for extracting, cleansing, transforming, mapping, and loading existing historical data into the new platform by April 30, 2027.
7.3. Functional and Technical Requirements
Please refer to the Functional and Technical Requirements document in the Attachments section. This document must be completed and returned as part of a vendor's proposal. It provides a list of required and desired requirements for the system.
7.4. Implementation Schedule
The proposal shall include a proposed implementation schedule to indicate an approximate timeline for design, setup, and training of the rental registry system.
8. Sample Contract
8.1. Contract Duration
The initial term of the Contract resulting from this proposal is for three 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.
8.2. 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.
9. 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.
Cost Proposal
Export This Table
10. Review and Award Recommendation Process
10.1. Review and Award
A screening committee will determine which proposals are responsive to City requirements and needs. The technical portions of responsive proposals will be evaluated by a selection panel consisting of personnel from the City. The selection may be based solely on the written proposals submitted.
PROPOSERS may be invited to a meeting to provide additional clarification of the content of their proposal. The City reserves the right to invite all of the PROPOSERS for an oral clarification OR only the top three (3) ranked firms based on the initial written proposal review. The meeting will not alter the selection criteria but will be used to clarify content of the proposal. The final scoring and ranking will be made after the meetings. Proposals shall consist of the sections named in the “Contents of Proposal” outlined below.
The weighted scoring in the Evaluation Criteria prioritizes the factors most important for this solicitation. A winner will be chosen based on the Total Average points of all evaluators across all scoring factors.
Once an agreement is reached with a Proposer, staff will recommend award of a contract. The City reserves the right to select the firm which, in its sole judgment, best meets the needs of the City.
For City Departments: Any contract resulting from this RFP, if more than $75,000, shall not be effective until approved by the City Manager. Any contract resulting from this RFP, if more than $250,000 shall not be effective until approved by the City Council.
For Operating Companies (such as the Rose Bowl): Any contract resulting from this RFP, if $250,000 or less, shall not be effective until approved by the top executive official of the Operating Company. Any contract resulting from this RFP, if more than $250,000, shall not be effective until approved by the Board of the Operating Company (including the Pasadena Rental Housing Board, Rose Bowl Operating Company, Pasadena Center Operating Company, or Pasadena Media).
10.2. 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.
11. 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.
12. 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:
Phase 1
1. System Requirements
Points will be assigned based on Ease of Use; Mobile Capability/Support; Data Queries and Reporting; Support and Maintenance; Integration with existing systems; Training and Documentation; Software and Workflow Requirements.
Scoring Method:
Points Based
Weight (Points):
15 (15% of Total)
2. Proposed Solution
Points will be assigned for “Functional and Technical Merit” based on the capability of the proposer to satisfy the City requirements identified in the SCOPE OF WORK and as delineated. Points will be assigned for “Completeness of Proposed Solution” based on the vendor submitting a proposal that follows the guidelines specified in the SCOPE OF WORK.
Scoring Method:
Points Based
Weight (Points):
20 (20% of Total)
3. Experience
Points will be assigned for “Experience with Projects of this Size and Scope in an Agency of Similar Size” based on a vendor’s previous experience with municipal agencies, as delineated in the SCOPE OF WORK, and CLIENT REFERENCES. Relevant experience, and technical expertise of the Consultant and sub-Consultants (if allowed) to perform the work.
Scoring Method:
Points Based
Weight (Points):
20 (20% of Total)
4. Implementation Timeline
Points will be assigned based on an implementation timeline and milestone plan in the form of a Gantt chart that includes but is not limited to dates for installation, training, project rollout, and payment milestones.
Scoring Method:
Points Based
Weight (Points):
15 (15% of Total)
5. Cost Proposal
Points will be assigned based on a “Ratio Method.” The proposer’s cost must include the delivery of the proposed solutions, as well as any recurring costs (if any) as delineated in the Scope of Work and the PRICE PROPOSAL.
With this method, the proposal with the lowest cost receives the maximum points allowed. All other proposals receive a percentage of the points available based on their cost relationship to the lowest price. This is determined by applying the following formula:
Lowest Price / Evaluated Price X maximum points available = Awarded Points
Example: The cost for the lowest proposal is $100,000. The next lowest proposal has a cost of $125,000. The total points available for cost = 30 points.
( $100,000 / $125,000 ) X 30 = 24 points
Scoring Method:
Reward Low Cost
Weight (Points):
20 (20% of Total)
6. Local Pasadena Business
To be awarded a 5 point preference for this category, the proposer must have an official business address within the City of Pasadena at the time that this RFP is posted on the City’s Website.
Scoring Method:
Pass / Fail
Weight (Points):
5 (5% of Total)
7. Small 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)
Scoring Method:
Pass / Fail
Weight (Points):
5 (5% of Total)
Phase 2
1. Product Demonstration
Points will be awarded based on the vendor’s product demonstration, which must clearly illustrate the following capabilities:
Front-End User Experience
Demonstration of a user-friendly process for registering a rental property.
Ability for staff to review submitted documents, view an activity log, and record notes associated with the property.
Staff Dashboard and Workflow Management
Display of a staff-facing dashboard showing properties in open registration status.
Demonstration of how staff review, process, and approve or deny exemption requests.
Visibility into properties that have submitted exemption requests and those that have completed the registration process.
Payment Processing and System Reporting
Walkthrough of the full payment workflow.
Presentation of all system‑generated reports.
Ability to produce ad‑hoc reports, including data such as year built and square footage.
Notice and Letter Generation
Demonstration of how the platform generates and issues notices and letters to property owners or applicants.
Scoring Method:
Points Based
Weight (Points):
85 (85% of Total)
2. Reference Check
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. Nature and quality of completed work for other governmental agencies.
Scoring Method:
Points Based
Weight (Points):
15 (15% of Total)
13. Attachments
A - Functional_and_Technical_Requirements - Rent Registry RFP
B - Technical Questionnaire
D - MASTER-SERVICES-CONTRACT
E - REQUIRED FORMS - AAs - SIG-LEGAL-STATUS - DECLARATION OF NONCOLUSION 08022024 v2
F - DISQUALIFICATION_DISCLOSURE (4)
G - CONFLICT_OF_INTEREST (5)
H - Pasadena_Taxpayer_Protection_Amendment_Disclosure (2)
I - DESIGNATED REPRESENTATIVESdocx
N - RELEVANT EXPERIENCE FORM
14. Submittal Instructions
14.1. 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 5:00 pm on Friday, November 20, 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.
14.2. 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
14.3. 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.
14.4. 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.
14.5. Electronic Submission and Delivery Instructions
Parties interested in responding are required to submit electronically through the City of Pasadena's eProcurement Portal prior to 5:00 pm, Friday, November 20, 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.
14.6. Withdrawal of Proposal
Any Bidder or Proposer may withdraw their response via the City's eProcurement Portal prior to 5:00 pm on Friday, November 20, 2026.
14.7. 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 "Rental Registry Database and Portal." Project ID: 2026-RFP-0495. 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.
14.8. Deadline for Questions
The deadline to submit questions related to this solicitation is Thursday, November 12, 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.
14.9. 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/293584
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 5:00 pm on Friday, November 20, 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.
14.10. 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.
14.11. 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
15. 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 Rental Registry Database and Portal due on Friday, November 20, 2026 are true and correct to the best of my knowledge at the time of the proposal’s submission.
By confirming, the vendor is acknowledges the following:
We have reviewed and agreed to all of the documents contained in this solicitation and understands that the City will not be responsible for any errors or omissions on the part of the vendor in making up this bid or proposal.
The representations herein are made under penalty of perjury.
We hereby offer to sell the City of Pasadena the materials, products, and/or services at the prices shown and under the terms and conditions included hereon or attached or referenced.
Please confirm
*Response required
2. CONTENTS OF PROPOSAL
The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than 50 grand total pages.
2.1. Mandatory Content*
Cover letter
Table of Contents
Required Certifications AND Forms (see items in this Checklist)
Technical Proposal
Price Proposal
Statement of Qualifications and/or Experience
Additional Data (if required)
Subsequent to the closing of this solicitation, the selected vendor will be required to provide the following documents within 10 calendar days of being notified, otherwise the submitted proposal may be deemed non-responsive.
Request for Tax Payer Identification Number and Certification (IRS Form W-9)
Pasadena Business License (if required)
Any Required Licenses or Certifications
All Insurance Required by this Solicitation (If Required) #Insurance Requirements
Please confirm
*Response required
2.2. Cover Letter and Table of Contents *
Upload your Cover Letter and Table of Contents :
“Cover Letter” shall be a maximum one-page letter including the name and address of the organization submitting the proposal; whether the proposing firm is an individual, partnership, corporation or joint venture; and the name, mailing/e-mail addresses, and telephone/fax numbers the contact person who will be authorized to make representations for the organization.
*Response required
2.3. Separate Technical Proposal Only - Proposal Submittal*
“TECHNICAL PROPOSAL” should demonstrate the PROPOSER’S full understanding of the SCOPE OF WORK and the effort needed to complete the Project on time and within the budget through the submittal of a proposed work plan including project deliverables (identify specifically and thoroughly for each portion of and phase). No pricing shall be included in this section.
The TECHNICAL PROPOSAL shall include a proposed work schedule to indicate duration and completion dates, including the dates of Deliverables/Milestones and estimates of the amount of time to be spent with City Staff during each phase of the project.
The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than a grand total of 50 combined.
*Response required
2.4. Separate Price Proposal Submittal:
PRICE PROPOSAL shall be submitted in this upload apart from the proposal.
Reference PRICE PROPOSAL.
Specifies, at a minimum, the level of effort and hourly rate for Proposer’s key personnel/project position and a detailed breakdown of fees for each sub-consultant as an attachment.
Estimated reimbursable cost schedules shall depict only those expenditures that are exclusive to and in support of the Project scope of services. The proposed estimated reimbursable cost schedule shall include a detailed listable of reimbursables.
Each Proposer must submit a PRICE Proposal containing all costs associated with the technical proposal. Using the attached Price Proposal in this RFP, provide Proposer’s lump-sum price for performing all services and work called for in the SCOPE OF WORK. The Proposer’s lump-sum price shall include, without limitation:
all designs, equipment, materials, labor, insurance and bond premiums, home office, jobsite, and other overhead, profit and services relating to the Proposer’s performance of its obligations under the Contract (including all work, equipment, materials, labor, and services provided by subcontractors and intellectual property rights necessary to perform the work);
performance of each and every portion of the work
all costs of obtaining Government approvals other than Government approvals that are the responsibility of the City of Pasadena;
all costs of compliance with Government rules, except to the extent such compliance is the responsibility of the City of Pasadena;
all taxes, duties, permits, and other fees or royalties incident to the performance of the SCOPE OF WORK;
payment of all salaries, wages, benefits, and expenses of the Proposer’s employees;
compensation for all risks, liabilities, and contingencies assigned to the Proposer; and
all other costs needed or incurred to complete the Project.
all ProForma Submission Requirements (if required)
2.5. Additional Data (if necessary)
“Additional Data” shall include any other data the PROPOSER deems essential to the evaluation of the proposal, i.e., letter of reference, other related projects, etc., or other required documents.
The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than a grand total of 50 combined.
3. Preferences (if applied)
3.1. Is your company currently certified with the State of California Department of General Services (DGS) as a Small or Micro Business?*
If this preference is applied to the solicitation, and your company is seeking this preference, you must provide a copy of the certification from DGS.
Yes
No
*Response required
When equals "Yes"
3.1.1. Please upload a copy of your Current California DGS Certification*
*Response required
3.2. Is your company currently located within the boundary of the City of Pasadena?*
Yes
No
*Response required
When equals "Yes"
3.2.1. Please upload a copy of your Company's Pasadena Business License*
*Response required
4. QUALIFICATIONS
4.1. Statement of Qualifications and/or Experience
The Statement of Qualifications should highlight your company’s most applicable products, services, and experience.
5. FORMS
Please download, complete and submit any required forms below.
5.1. 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"
5.1.1. 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
5.2. AA1; AA2; AA3; SIGNATURE & LEGAL STATUS; AND DECLARATION OF NON-Collusion*
If your proposal does not include all of the below items, it may be deemed non-responsive.
Each PROPOSER must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless PROPOSER has an approved form on file with the City.
Form AA-2 is required to be submitted for projects involving labor or services in excess of $25,000.
Form AA-3 is Optional. (Copies attached)
A completed and signed "Declaration of Non-Collusion." (Copy attached)
SIGNATURE & LEGAL STATUS (Copy attached)
Evidence of certification by State of California as a small or micro-business, if claiming such preference – https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx
REQUIRED_FORMS_-_AAs_-_SIG-LEGAL-STATUS_-_DECLARATION_OF_NONCOLUSION_08022024_v2.pdf
*Response required
5.3. Taxpayer Protection Amendment Disclosure *
Please download the below documents, complete, and upload.
ADDITIONAL REQUIREMENT
For RFP/RFQ where the selected vendor/contract will require City Council approval (check with City project manager for clarification), the following requirement applies:
TAX PAYER PROTECTION ACT – PROPOSER SUBMITS A COPY OF THE COMPLETED TPA FORM TO THE CITY CLERK’S OFFICE
E-MAIL: OfficialRecords-CityClerk@Cityofpasadena.net
Pasadena_Taxpayer_Protection_Amendment_Disclosure.pdf
*Response required
5.4. Conflict of Interest*
Please download the below documents, complete, and upload.
CONFLICT_OF_INTEREST.pdf
*Response required
5.5. Relevant Experience Form*
Complete and submit the attached Relevant Experience Form with your bid to demonstrate experience with projects of similar scope and size to that which is to be performed.
RELEVANT_EXPERIENCE_FORM.pdf
*Response required
5.6. Designated Representative*
Please download the below documents, complete, and upload.
DESIGNATED_REPRESENTATIVESdocx.pdf
*Response required
5.7. Technical Questionnaire Form
This form is only required for the purchases of technology. If selected, proposers will be required to complete the Pasadena Department of Information Technology Technical Questionnaire. The questionnaire is included in the #Attachments. When completing the questionnaire, please note:
Section 4.0 must be completed for externally hosted/SAAS applications; and
Section 5.0 must be completed for City hosted/on-premises software
DoIT_Technical_Questionnaire.xlsx
5.8. DISQUALIFICATION DISCLOSURE*
Please download the below documents, complete, and upload.
DISQUALIFICATION_DISCLOSURE_(4)_(10).pdf
*Response required
City of PasadenaIssuing agency·Pasadena, CA·via the City of Pasadena OpenGov procurement portal