Construction_and_Demolition_(C&D)_Waste_Diversion_Tracking_and_Reporting_Services.pdf

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

REQUEST FOR INFORMATION

Thursday, July 16, 2026

City of Pasadena Public Works Department, Engineering

Thursday, July 16, 2026

REQUEST FOR INFORMATION (RFI)

Introduction

Summary

The City of Pasadena's Construction and Demolition (C&D) debris recycling ordinance requires covered projects to divert from the landfill a minimum of 75% of materials generated for discard by building permits and City Capital Improvement projects. The City currently uses the PasadenaWasteTracking.com portal hosted by Green Halo Systems for waste diversion tracking and reporting services. The City of

Pasadena is seeking to enter into an agreement for online C&D debris waste tracking services to provide an automated tool that will allow permittees of covered projects to upload and report records, and will allow staff to review, monitor and track C&D waste diversion.

Contact Information

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

Procurement Related Questions:

Department of Finance, Purchasing Division

Antonio Watson, Project Manager awatson@cityofpasadena.net

General and/or technical questions:

Project Contact:

Rosa De La Torre

Program Coordinator II

Email: rdelatorre@cityofpasadena.net

Phone: (626) 744-6736 mailto:rdelatorre@cityofpasadena.net tel:(626)744-6736

Thursday, July 16, 2026

Procurement Contact:

Antonio Watson

Project Manager

Email: awatson@cityofpasadena.net

Phone: (626) 744-8382

Department:

Public Works Department, Engineering

Timeline

Release Project Date July 16, 2026

Question Submission Deadline July 30, 2026, 5:00pm

Proposal Submission Deadline August 5, 2026, 3:00pm

Scope of RFI

Waste Tracking Portal

Provide the CITY with a cloud-based portal and completely develop a configurable waste diversion and tracking system for Construction and Demolition (C&D) debris. The system shall provide the CITY all the functions and features including an additional advanced next generation tracking features that enhance

CITY’s ability to track, monitor and report waste flows from construction projects throughout the CITY jurisdiction.

Included Features

The system’s functions and features must include:

• Completely paperless system

• Ability to upload debris weighmaster ticket image and documents for review

• Set custom diversion requirements

• Allow some customization that reflects the City's C&D program requirements

• Monitor waste management plans generated by contractors

• Allows CITY staff to approve Waste Management Plans

• Allows CITY staff to approve Waste Management Compliance Reports.

• Allows CITY to select which haulers and recycling facilities the contractor may use.

• Track waste and recycling activity on all projects

• Real time diversion rates and information mailto:awatson@cityofpasadena.net tel:(626)744-8382

Thursday, July 16, 2026

• View real time Carbon Footprint reduction

• Use Report generator for creating comprehensive reports & Statistics

• View CITY’s recycling trends by material, project type, construction type and more

• Export Data to Excel & Other Formats

• Organize all your construction projects and their recycling receipts in one place

• Track Hauler Activity & Facilities Used

• Integrate into your permitting software Multi-User Interface

• Data Share Interface

• Anytime anywhere mobile access from any mobile device

• No Installations or Downloads required

• Automatic Back Ups & Upgrades Tech Support &Training included

Advanced Functions and Features

Advanced functions and features must include:

• Exclusive named website portal that acts as the CITY’s standalone waste tracking portal with customizable graphics and color schemes to match CITY’s look and feel.

• Real Time Municipal Transparency Display that showcases CITY’s Recycling, Carbon Footprint and Material statistic totals.

• API Connectivity that connects directly into the City's permitting software to expedite the waste management plan process while streamlining review and permit close out.

• Mobile App capabilities to connect contractors and their subcontractors to their projects via their mobile devices allowing for clear communication of the projects waste management requirements and easy one touch easy upload of recycling tickets. A completely paperless reporting system.

Waste Tracking Portal with a Unique Domain

Provide the waste tracking portal with a unique domain such as or similar to

Pasadena.Wastetracking.com . The portal shall be configurable to showcase the CITY’s recycling statistics and create a single point of communication for all contractors, haulers, recycling facilities and

CITY officials to interact.

The portal’s features shall include:

• Unique CITY domain such as or similar to MyCityName.Company.com that serves as a single point of contact for clients and CITY officials.

Thursday, July 16, 2026

• Allows users (contractors, subcontractors, homeowners, etc.) to create waste management plans through the portal

• Display CITY’s overall recycling statistics and information, carbon footprint savings, and materials recycled for all projects combined.

• Ticket Upload Function allows users and haulers to direct upload ticket information

• City Stats to review detailed recycling reports on projects

• Public Face Page that allows the public to view basic recycling and carbon footprint stats along with Social Media interaction

• Customization: Main picture control and color scheme

Technical Services

A. Hosting, Records Retention & Data Security

Provide secure data hosting and retention services, including:

• Services in web site hosting, web site maintenance, tech support and training.

• Hosting the system on dedicated server infrastructure with a backup location.

• Storing all data in at least two secure locations.

• Encrypting sensitive data (including passwords) at rest and in transit.

• Ensuring that any data lost on one system can be fully recovered within one (1) business day.

• Maintaining appropriate redundancy and backup mechanisms to support system recovery.

B. Data Access, Reporting & Customization

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

C. Technical Support, Uptime & Account Management

• Provide technical support at no additional cost to clients during normal business hours, Monday through Friday.

Thursday, July 16, 2026

• Maintain reasonable system uptime, provide notice of planned maintenance when feasible, maintain an incident response process for outages or security issues, and designate a primary point of contact for ongoing account management and support.

D. Training, Knowledge Resources & Onboarding

• Provide training at no additional cost.

• Provide free online training tutorials and documentation and support initial onboarding as needed.

RFI Instructions

General Instructions

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

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

RFI Questions

Describe your company’s experience working with cities, municipalities, or other government agencies.*

Maximum response length: 1000 characters

*Response required

What type of pricing structure does your company offer; phased, monthly or annually?*

*Response required

Is your software developed in house or procured from a third party?*

*Response required

Which functions and features does your system include?*

Select all that apply

☐ Completely paperless system.

☐ Ability to upload debris weighmaster ticket image and documents for City staff review.

☐ Ability to establish and manage custom diversion parameters that reflect the City's C&D Program

Requirements.

Thursday, July 16, 2026

☐ Monitor waste management plans generated by contractors.

☐ Allows CITY staff to approve Waste Management Plans.

☐ Allows CITY staff to approve Waste Management Compliance Reports.

☐ Allows CITY to select which haulers and recycling facilities the contractor may use.

☐ Track waste and recycling activity on all projects.

☐ Provide real time diversion rates and information.

☐ Create comprehensive reports & statistics.

☐ Export Data to Excel and other formats.

☐ View City's recycling trends by material, project type, construction type, and more.

☐ Track Hauler Activity & Facilities Used.

☐ Data share interface.

☐ Anytime/ anywhere mobile access from any mobile device.

*Response required

Does your system have the functionality for API Connectivity to integrate directly into the

City's permitting software (Tyler's Enterprise Permitting & Licensing (EP&L), formally known as EnerGov) with Multi-User Interface?*

☐ Yes

☐ No

*Response required

Does your system allow for use without any required installations or downloads?*

☐ Yes

☐ No

*Response required

Does your company provide automatic back ups and upgrades with tech support and training included?*

☐ Yes

☐ No

*Response required

Does your company provide technical support to clients at no additional cost during standard business hours, Monday through Friday?*

☐ Yes

☐ No

*Response required

Thursday, July 16, 2026

Does your company provide training to City staff at no additional cost?*

☐ Yes

☐ No

*Response required

Does your company provide free online training tutorials, documentation and support for initial onboarding as needed?*

☐ Yes

☐ No

*Response required

How does your company manage system uptime and handle account administration?*

Select all that apply

☐ Maintain reasonable system uptime.

☐ Provide notice of planned maintenance when feasible.

☐ Maintain an incident response process for outages or security issues.

☐ Designate a primary point of contact for ongoing account management and support.

*Response required

Does your system include mobile app functionality that allows contractors and subcontractors to access their assigned projects, clearly view waste management requirements, and upload recycling tickets easily with a single touch?*

☐ Yes

☐ No

*Response required

Does your system include the following Waste Tracking Portal requirements?*

Select all that apply

☐ A dedicated City-branded domain with customizable graphics and color schemes that align with the

City’s branding, and function as a standalone waste-tracking portal serving as the single point of access for both clients and City staff?

☐ Allows users (contractors, subcontractors, homeowners, etc.) to create waste management plans through the portal.

☐ Ticket upload function allowing users and haulers to direct upload ticket information

☐ Organize City construction projects and their recycling receipts in one place.

☐ Public Face page that allows the public to view basic recycling and carbon footprint stats.

*Response required

Thursday, July 16, 2026

Does your system provide technical services for Hosting, Records Retention, and Data

Security?*

Select all that apply

☐ Services in web site hosting, web site maintenance, tech support and training.

☐ Hosting the system on dedicated server infrastructure with a backup location.

☐ Storing all data in at least two secure locations.

☐ Encrypting sensitive data (including passwords) at rest and in transit.

☐ Ensuring that any data lost on one system can be fully recovered within one (1) business day.

☐ Maintaining appropriate redundancy and backup mechanisms to support system recovery.

*Response required

Does your system have the functionality for Data Access, Reporting, and Customization?*

Select all that apply

☐ Provide users with the ability to download standard and customized reports in .csv format for use in other software.

☐ Reporting features that support data sorting, research, and tracking related to materials recycled, salvaged, and disposed; construction types; building types; recycling facilities; contractors; and other relevant metrics.

☐ Ability to modify reports and add new data fields or metrics as needs evolve.

*Response required

Would your company be able to provide proof of Cyber Liability Insurance with minimum coverage of $2 million per occurrence and $2 million aggregate?*

☐ Yes

☐ No

*Response required

Would your company be able to provide proof of Technology Professional Liability Errors

& Omissions Insurance with minimum coverage of $2 million per occurrence? *

☐ Yes

☐ No

*Response required

Through what type of procurement process does your company typically sell its products or services to governmental agencies?

Select all that apply

☐ Request for Proposals

☐ Competitive Bids

Thursday, July 16, 2026

☐ Sole Source or "Piggy Back-able" contracts

☐ Never Participated in a Competitive Process with a Governmental Agency

Does your company currently have any similar or comparable open contracts with any other California municipalities? if so, list the municipality(ies).*

Maximum response length: 1000 characters

*Response required

Would your company be willing to respond to a formal competitive solicitation (Bid or

RFP) released by the City of Pasadena for the goods or services described in this RFI?*

☐ Yes

☐ No

*Response required

Attach any additional information you believe is relevant to this RFI

Submittal Instructions

Early Preparation for Submission

We value your participation in this solicitation and want to ensure you have every opportunity to present your response in the manner instructed in this solicitation. It is important that you submit a complete response prior to 3:00 pm on Wednesday, August 5, 2026 through this eProcurement portal. We strongly advise against waiting to within the last three days of the submittal deadline to begin working on your response. Starting early on your response increases time to:

• Thoroughly review all requirements and the entire solicitation document.

• Gather, organize, and complete the necessary documents for submittal.

• Address any unforeseen technical issues that may arise during the preparation or submittal of your response.

Delaying your response may result in errors, or can cause you to miss the submission deadline. Either of which can negatively impact your submittal or cause your submittal to not be accepted.

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 https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9 https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9 https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Thursday, July 16, 2026

1. New Supplier Account

2. Submit a Bid or Proposal

3. Updating Your Company Designation on a Solicitation

4. Vendor Selection of Category Codes

5. How To Subscribe To Organizations And Find Active RFPs & Bids

6. Login Process

7. How to Edit or Withdraw your Proposal after it's been Submitted

8. How to Submit a Question

9. Viewing Bid Results

Video Trainings

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.

Internet Access A. 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.

B. It is the Respondent's responsibility to review your status in our eProcurement system and update your contact information and notification preferences accordingly.

C. The City does not recommend waiting until the last two days to start preparing or submitting your response.

Electronic Submission and Delivery Instructions

Parties interested in responding are required to submit electronically through the City of Pasadena's eProcurement Portal prior to 3:00 pm, Wednesday, August 5, 2026. Please upload all required documents as instructed in the section named Submittals/Checklist sufficiently early electronically https://opengov.my.site.com/support/s/article/dceacbcf-203c-4b0d-aa57-550043bb0dc0 https://opengov.my.site.com/support/s/article/8e675a48-dad3-4759-9bae-6b4cb7970d21 https://opengov.my.site.com/support/s/article/2f7dbe3d-9f16-4179-8358-d55fdb37b858 https://opengov.my.site.com/support/s/article/fb581c18-5508-40d7-b714-c753af6514a1 https://opengov.my.site.com/support/s/article/f7fe1d1e-d79c-449a-ad8b-1d736d40b9cd https://opengov.my.site.com/support/s/article/a9d24d60-2ba1-4393-93c5-7512795f080e https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe https://opengov.my.site.com/support/s/article/12c62371-147b-45f4-9bcd-cf2ce5f58259 https://opengov.my.site.com/support/s/article/1323740f-ec46-48ee-a820-954bdd03f739 https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed mailto:support@support.opengov.com https://opengov.my.site.com/support/s/contactsupport/incident https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/283291/document?section=undefined

Thursday, July 16, 2026 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.

Withdrawal of Proposal

Any Bidder or Proposer may withdraw their response via the City's eProcurement Portal prior to 3:00 pm on Wednesday, August 5, 2026.

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 "Construction and Demolition (C&D) Waste Diversion Tracking and Reporting Services." Project ID: 2026-RFI-0414.

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.

Deadline for Questions

The deadline to submit questions related to this solicitation is Thursday, July 30, 2026, prior to 5:00 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.

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 https://procurement.opengov.com/portal/pasadena

Thursday, July 16, 2026 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/283291

1. Acknowledge all Addenda

2. Accept City of Pasadena Terms and Conditions Message

3. Answer all required vendor questions.

4. Upload all required forms. Proposer may save their work and return.

5. Review your work and submit proposal when ready.

6. You will receive a confirmation email from OpenGov upon receipt of your bid/proposal.

7. Proposer may withdraw their bid at any time prior to 3:00 pm on Wednesday, August 5, 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.

1. Open File Explorer, and find the zipped folder.

2. To unzip the entire folder, right-click to select Extract All, and then follow the instructions.

3. 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.

https://procurement.opengov.com/portal/pasadena/projects/283291

Thursday, July 16, 2026

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.

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 https://procurement.opengov.com/portal/pasadena mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://drive.google.com/file/d/1SCj8obRykze8hIIrG84yYD5Wbod7ZQuR/view https://drive.google.com/file/d/1_ZphPelkFAhVhYhUdpKU1sC1xpNjVnf3/view https://drive.google.com/file/d/1wT3UVU-hiecfocwAOwaAh9rP93mKQ-9P/view https://drive.google.com/file/d/1wT3UVU-hiecfocwAOwaAh9rP93mKQ-9P/view

Thursday, July 16, 2026 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 mailto:help@surety2000.com