REQUEST FOR PROPOSALS

CONSTRUCTION MANAGER AT RISK (CMAR) WITH

GUARANTEED MAXIMUM PRICE FOR CONSTRUCTION OF

TRANSIT OPERATIONS MAINTENANCE FACILITY

FOR THE

PUBLIC WORKS DEPARTMENT, ENGINEERING

CITY OF PASADENA, CALIFORNIA

Request for Proposals - Construction Manager at Risk (CMAR) with Guaranteed Maximum Price for Construction of Transit Operations Maintenance Facility Release Date: Thursday, April 9, 2026

Attachments:

A - Plan Set_TOMF B - 50% Technical Specifications (Project Manual)_TOMF D - TOMF Geotechnical Report_02.28.2024 E - TOMF - Phase II ESA Report F - Citys_Standard_Form_(Traditional)_CMAR_Agreement H - Insurance_Requirements_(Phase_1_and_Phase_2) I - Indemnity Agreement Form 05.2025 J - Disqualification Disclosure K - Required Forms-AAs-SIG-Legal-Status - Declaration of Non-Collusion L - Affidavit of Joint Venture_05.2025 M - Conflict of Interest N - Pasadena_Taxpayer_Protection_Amendment_Disclosure O - Public_Contract_Code_Disclosure P - Civil_Litigation_History_Certification_ver02 Q - Declaration_of_Elibility_to_Contract_(not_debarred) R - Proof of Authority S - Designated Representatives T - Construction Manager_Qualificiation_Statement_(CMAR)_TOMF U - Subcontractor_Listing - Phase 2 Only V - CMAR Price Proposal_TOMF

Release Date: Thursday, April 9, 2026

1. Introduction

1. Summary

The City of Pasadena is requesting CMAR Qualification Statements, technical proposals, and price proposals ("Proposal(s)") for a Construction Manager at Risk ("CMAR" or "Contractor" or "Proposer") to provide preconstruction/design-assist services and - if City's option to authorize Phase 2 is exercised - construction services, for the Construction of the Transit Operations Maintenance Facility (the "Project") as indicated below and described in greater detail in the Contract Documents enumerated in the City's Standard Form of Agreement. The City is seeking a CMAR that excels in five key areas: project experience, team composition, project approach and methodology, financial strength, and safety record, while also demonstrating a collaborative mindset to achieve optimal value within the City's Project budget and required schedule.

A Selection Committee shall review the Proposals received and, based on the criteria identified in the RFQ/P, the Selection Committee shall select no more than five(5) of the highest scoring finalists to shortlist, interview, and complete final scoring, pursuant to the P.M.C. section 4.08.047, competitive selection, using the CMAR alternative project delivery method. The Proposer recommended for award of the contract will be evaluated and determined on a best value basis, based on qualifications, organization/team composition, technical proposal, financial strength, safety record, local business, small business, price proposal, and interview scores.

Construction Manager at Risk is a two-phased delivery process: (1) Preconstruction/Design Assist Services Phase ("Phase 1") and an option for (2) Construction ("Phase 2"), If the City authorizes Phase 2, it will either issue an amendment to the Phase 1 contract or a separate contract for Phase 2. Note: The City is not obligated to authorize Phase 2 or issue a contract for Phase 2 - Construction. It is the City's intent to reach a mutually agreeable Final Guaranteed Maximum Price (GMP) prior to an award of Phase 2 contract/amendment. See Section 3. Scope of Work for further details on authorization of Phases.

The Project is funded, in part, by the Measure R Mobility Improvement Program (MIP) Grant administered by Metropolitan Transportation Authority (Metro) to support transportation system and mobility improvements, highway operational improvements, and transit investments.

Release Date: Thursday, April 9, 2026

Estimated Direct Cost of Construction Work Budget (includes escalation to midpoint of construction (but see AIA A133 section 3.2.10); excludes CMAR's preconstruction/design-assist services, OH&P, Contingency, Bonds, Insurance. General Conditions Costs, and General Requirement Costs

$60,000,000

Estimated Commencement of Phase 1 - Preconstruction/Design Assist & Demolition and Grading Commencement (5 month duration)

July 2026

Estimated Guaranteed Maximum Price (GMP)/ Completion of Phase 1 - Constructability Review Services

January 2027

Estimated Phase 2 Notice to Proceed (NTP) - Construction Commencement (18 month duration)

March 2027

Phase 2 - Construction Substantial Completion (Partial Occupancy or Use)* June 2028

Construction/Commissioning Complete* July 2028

*The Project must reach Substantial Completion by No Later Than ("NLT") June 2028 to ensure a seamless transition and uninterrupted operation of Pasadena Transit's services. The City's third party transit operator will begin mobilizing their equipment in July 2028 and will fully operate out of the new Transit Operations Maintenance Facility on July 1, 2028.

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 existing transit operations and maintenance facility is currently located at 303 N Allen Ave.

This property is leased and operated by the City's third-party transit service contractor. This location has always served as the City's bus yard used by the contractors who have operated the City's transit services. However, due to the growth in local transit services and the shift to newer zero emission technology, the existing bus yard and building systems no longer provide the necessary capacity or resources for Pasadena Transit buses and Dial-A-Ride vehicles to operate.

The proposed construction of a new Transit Operations and Maintenance Facility (TOMF) located on City-owned property at 2180 E. Foothill Blvd., Pasadena, CA 91107, will address the existing deficiencies of the current operations and maintenance facility by providing a single site that can accommodate storage, cleaning, fueling, maintenance and dispatching of all the Pasadena Transit fleet.

PROJECT MANAGER:

Cesar Guevara

Project Manager

Release Date: Thursday, April 9, 2026

City of Pasadena, Department of Public Works

3. Timeline

Release RFP Date April 9, 2026

Pre-Proposal Meeting (Mandatory) April 28, 2026, 10:00am

2180 East Foothill Blvd, Pasadena, CA 91107

Question Submission Deadline May 22, 2026, 2:00pm

Proposal Submission Deadline June 8, 2026, 2:00pm

Tentative Interview Schedule June 22, 2026 to June 25, 2026

Release Date: Thursday, April 9, 2026

2. General Instructions

1. DEFINITIONS

The words (A) "City", (B) "Department", (C) "Director", or (D) "CMAR" or "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.

Except as otherwise defined herein, all definitions of capitalized terms used in this RFQ/P are set forth in the General Conditions to the CMAR Agreement.

2. CONTRACTORS LICENSE REQUIRED

The CMAR/Contractor/Proposer must possess and provide the following licenses or certifications to be deemed qualified to perform the Work specified.

Each proposer must hold an active license issued by the California Contractors State License Board in the following classification(s):

Class A (General Engineering Contractor) or B (General Building Contractor)

For Phase 2 Work, if authorized, the CMAR or a Subcontractor listed in the Phase 2 proposal, must hold all applicable State certifications from the California Contractors State License Board and any necessary registrations from the Division of Occupational Safety and Health at the Proposal Submission Deadline. In California, State law also requires a California Department of Public Health, Lead-Related Construction-certified Lead Supervisor or Worker (Title 17, CCR, section 36100(a)(1)) for lead paint abatement. For asbestos abatement, the CMAR or a listed Subcontractor must hold an C-22 contractor license, as well as applicable certifications, including:

• ASB - Asbestos Certification

• HAZ - Hazardous Substance Removal Certification

Regardless of tier and dollar value of the Work, all Specialty Contractor (Classification “C”) licensees required for Phase 1A Work, if any and, if authorized, Phase 2 Work, must be listed on the Subcontractor Listing form submitted with the GMP proposals for such Work.

3. NOTIFICATION REGARDING DISCLOSURE OF CONTENTS OF DOCUMENT

All responses to this Request for Proposal (RFP) received timely by the City of Pasadena (City) shall become the exclusive property of the City and subject to Public Records Act requirements set forth in California Government Code Section 7920.005 et seq.

Release Date: Thursday, April 9, 2026

At such time as the City Manager recommends a contractor for award of contract to the City Council, and such recommendation, with any recommended contract appears on the Council agenda, all Proposals timely received 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 proposer 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. Documents provided will only be kept confidential to the extent permitted by law. 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.

If confidential/proprietary information is contained within the Proposal submission:

• It must be submitted in a separate envelope marked as EXHIBIT– CONFIDENTIAL/

PROPRIETARY

• Responses to RFP requirements that include the confidential/proprietary information, shall refer to the response contained within the EXHIBIT– CONFIDENTIAL/PROPRIETARY (for example: If submittal requirement #1 requires staff Social Security Numbers, the response to requirement #1 shall reflect “see response #1 contained within Exhibit- Confidential/Proprietary”); and

• It must include a signed Proposal Indemnification Agreement Form (See Submittal/Checklist and Attachments Section)

NOTE: As a public entity, The City of Pasadena must adhere to the California Public Records Act, therefore Proposal pricing cannot be considered confidential/proprietary.

4. LIQUIDATED DELAY DAMAGES AND COMPENSABLE DELAYS

If the selected CMAR/Contractor fails to achieve Substantial Completion of Phase 2 Work, if authorized, within the Contract Time liquidated delay damages in the amount of $19,000 per day will be assessed, as provided in the Agreement.

If the Contract Time is extended due to Compensable Delay, as provided in the Contract, the CMAR shall be entitled to compensation at the Daily Rate for Compensable Delay included in its CMAR Price Proposal and as provided in the Agreement.

5. PRE-PROPOSAL MEETING

See the "Timeline" in the Introduction section (#Introduction) of this RFP. If there is a Mandatory Pre-Proposal meeting, proposers are required to attend at the time, date, and location included in the Timeline. If there is a Non-Mandatory Pre-Proposal meeting, proposers are not required, but encouraged, to attend.

https://procurement.opengov.com/portal/pasadena/projects/101968/document?section=928552

Release Date: Thursday, April 9, 2026

Each proposer will have the opportunity to clarify and ask questions regarding the RFP requirements and Contract Documents. The Pre-Proposal Meeting will be held at the time, date, and location in the RFP Timeline of this solicitation.

6. REQUEST FOR PROPOSAL (RFP) - PROCESS

1. The RFP, project information and any issued addenda are available to be downloaded, free of charge, from the City's eProcurement Portal website: https://procurement.opengov.com/portal/pasadena. It is the Proposer’s responsibility to regularly check the City's eProcurement Portal for addenda or other updates to this RFP.

2. Before submitting the Proposal, Proposers shall carefully read all sections of this RFP and any addenda thereto, including all forms, attachments and exhibits, and shall fully inform themselves as to all conditions and limitations.

3. All inquiries related to this RFP must be submitted through the Q&A portal of the eProcurement Portal. Proposers should not rely on information received from, and should not attempt to contact any City personnel or members of the City's Project team about this RFP.

4. If required, written addenda to the RFP will be issued and posted on the City's eProcurement Portal

5. Proposals will be evaluated by a City staff Selection Committee appointed by the Director of the Department of Public Works.

6. The Department of Public Works will notify all registered proposers in writing via email when a “Notice of Intent to Award” will be issued. A contract must be approved by the City Manager for awards under $250,000 or City Council for awards above $250,000 before a “Notice to Proceed” is issued for each Phase of the Work.

7. PROPOSAL SUBMISSION AND DELIVERY INSTRUCTIONS

It is understood and agreed upon by the Proposer in submitting a Proposal that the City has the right to withhold all information regarding this RFP until after City completed its evaluation and makes a recommendation to the City Council to award the contract. Information releasable after such time is subject to the disclosure requirements of the Public Records Act, California Government Code Section 7920.005, et seq.

Proposers shall provide all materials required in this RFP.

The Proposal shall provide clear and sufficient detail to enable the City’s Selection Committee to evaluate the responsiveness and quality of the Proposal to each of the RFP requirements listed in the Submittal/Checklist section of the RFP. Although some factors may be weighted more heavily than others, all factors are considered necessary for a responsive submittal.

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

Release Date: Thursday, April 9, 2026

1. Timely submission. Parties interested in responding are required to submit proposals electronically through the City of Pasadena's eProcurement Portal prior to 2:00 pm on Monday, June 8, 2026 Upload all required documents as instructed in the section named Submittals/Checklist sufficiently early electronically through the City's eProcurement Portal before the established Proposal Submission Deadline. Proposals must be received in the City's eProcurement Portal prior to the established Proposal Submission Deadline.

2. Proposer shall also submit six (6) bound copies and one (1) unbound signed original hard/paper copies of the Proposal to the following address, no later than three (3) business days after the Proposal Submission Deadline.

Cesar Guevara

City of Pasadena, Department of Public Works

100 N Garfield Avenue, RM N306, Pasadena, CA 91101

3. The hard/paper copies of the Proposal must be submitted in a three-ring binder with tabs identifying each section as indicated below. Attachments must be clearly identified. The front of the binder must indicate the RFP name and Proposer’s name and address. The entire Proposal must be formatted on standard-size 8½”x11” pages; single-sided pages;

12 point font only and organized as listed under Mandatory Contents. The "Technical Proposal" components of the Proposal (Mandatory Contents 1,2,3 and 4) can be no more than 75 total pages. The page count does not include required forms and/or certifications that must be submitted with the Proposal.

4. Proposers shall also provide and electronic copy (.pdf format) in a USB Flash Drive with the hard/paper copy submittal.

5. See the Submittals Instruction and Submittals/Checklist section of the RFP for additional information.

8. INCLUSIONS/EXCLUSIONS (if applicable)

Proposers may request exceptions, additions, or modifications to the RFP requirements or Contract Documents; however, any such requests must be clearly identified in the Proposal and shall not exceed ten (10) deal-point items in total. All requested inclusions, exclusions, or modifications must include the following information:

1. The section of the RFP or Contract Document where the provision resides;

2. The applicable sub-paragraph number and title or the position within the document. For documents under the Attachments section, the document title must be listed first; and

3. The original language with strikethroughs and/or a highlighted addition to clearly reflect the change requested.

Release Date: Thursday, April 9, 2026

The City, in its sole discretion, will determine whether any requested exceptions substantially alter the City’s Contract Documents. If the City determines that the requested exceptions constitute substantial alterations, those exceptions will be factored into the scoring criteria identified in the RFP, including the Project Approach and Methodology or Price Proposal scoring, as applicable. Any such exceptions may result in a finding of non-responsiveness, scoring deductions, or rejection of the Proposal.

Proposals shall not be based on any requested exception. All pricing must be based solely on the City’s unmodified RFP and Contract Documents, without consideration of any proposed limitations of liability or other exceptions. Authorization of any exception request is solely within the City’s discretion and, if granted, will be issued only by a written Addendum or Modification authorized by the City.

Objections to the contract type, terms, or format that are not identified within the Proposal submission may result in disqualification. Contract negotiations, if conducted, will be limited to pricing and scope only; the terms and conditions of the Contract Documents are not subject to negotiation except to the limited extent reflected in the Proposer’s properly submitted exceptions.

9. MINIMUM STANDARDS

Proposers are required to affirmatively demonstrate their responsibility by meeting the following requirements:

1. Have adequate financial resources;

2. Be able to comply with the required or proposed schedules;

3. Have a satisfactory record of performance;

4. Have a satisfactory record of integrity and ethics;

5. Have a satisfactory safety record and safety policies; and

6. Be otherwise qualified and eligible to receive an award.

The City may require other information sufficient to determine CMAR's ability to meet these minimum eligibility standards listed above.

10. LATE, MODIFIED, OR WITHDRAWN PROPOSALS

1. The Proposals must be successfully submitted on the City's eProcurement Portal by the Proposal Submission Deadline.

2. Any modification of a Proposal is subject to the same conditions applicable to the submission of the initial Proposal. Any interlineation, alteration, or erasure made before the Deadline must be initialed and dated by the person who signed the Proposal, guaranteeing authenticity.

3. The Proposal may be withdrawn via the City's eProcurement Portal at any time prior to the identified Proposal Submission Deadline.

Release Date: Thursday, April 9, 2026

4. After the Proposal Submission Deadline, NO PROPOSALS may be withdrawn. The pricing contained in the Proposals will remain valid and subject to acceptance for one hundred twenty (120) days after the Proposal Submission Deadline, unless a greater period is authorized by Addendum and may not be withdrawn during that time period.

5. Once a Proposal has been submitted, it MAY NOT BE REVISED for the purpose of correcting an error to the pricing proposed.

11. NON-RESPONSIVE PROPOSALS

1. Any Proposal may be construed as non-responsive and ineligible for consideration for reasons, including without limitation:

A. If there are unauthorized additions, conditional proposals, or irregularities of any kind which may tend to make the Proposal incomplete, indefinite, or ambiguous.

B. If CMAR adds any provisions reserving the right to accept or reject any award, or to enter into a contract pursuant to an award.

C. Failure to comply with the format dictated for the Proposal leading to confusion of contents provided.

D. Lack of acknowledgment of receipt of addendum.

E. If the highest ranked CMAR's Price Proposal is significantly unbalanced either in excess of or below reasonable cost analysis values normally associated with the work, the Proposal may be considered as non-responsive and may not be considered for award. The City reserves the right to evaluate and determine the next highest ranked Proposal for consideration of award.

2. A Proposal that is rejected will not be evaluated and will not be considered.

12. ADDENDA

If any direct Proposer contemplating submitting a Proposal 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 prior to the deadline for questions established in the RFP Timeline in Introduction section (Introduction).

https://procurement.opengov.com/portal/pasadena/projects/101968/document?section=928552

Release Date: Thursday, April 9, 2026

Any interpretation or correction of City's RFP requirements or Contract Documents will be made only by addendum, duly issued to registered proposers. Addenda (if any) shall be made available on the City's eProcurement Portal, and sent to each vendor included on the "Followers" list in the City's eProcurement Portal. A Proposer'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 Proposal submission deadline date. The proposer is responsible to register on the City's eProcurement Portal, regularly check, and follow the project named Construction Manager at Risk (CMAR) with Guaranteed Maximum Price for Construction of Transit Operations Maintenance Facility in order to be included in the "Followers" list in the City's eProcurement system to insure they receive and review all RFP documents, including addenda, which are available as a download.

The City reserves the right to change any part of this RFP and Contract Documents any time prior to the Proposal Submission Deadline. Any changes shall be in the form of addenda and will become a part of the RFP, the Proposal, and the contract.

Addenda shall be acknowledged via the City's eProcurement Portal for the project named Construction Manager at Risk (CMAR) with Guaranteed Maximum Price for Construction of Transit Operations Maintenance Facility. Proposers can view a list of addenda by clicking on "Addenda & Notices." While drafting a Proposal, a section for "Addenda Confirmation" will appear where proposers must acknowledge each addenda released.

13. UNNECESSARILY ELABORATE INFORMATION

Clarity and completeness are encouraged. Repetition and duplication of information in multiple locations is discouraged.

Unnecessarily elaborate brochures, visual or other presentations, art work and paper and binding beyond those sufficient to present a complete and effective Proposal are neither necessary nor desired, and are strongly discouraged.

The Proposal shall not include any promotional material of any kind.

Release Date: Thursday, April 9, 2026

3. Scope of Work

1. GENERAL

The services sought by this RFP include all labor, materials, equipment and services necessary during the preconstruction phase and subsequent phase to construct the Project. The design and construction must comply with all applicable requirements of State, City, and local agencies having jurisdiction over the Project. The Proposer shall work on to obtain approvals in increments that will facilitate the approved schedule defined at the completion of Phase 1, and if the City chooses to proceed with Phase 2.

The complete and specific scopes of work to be performed by the Proposer are defined by the Phases, each of which will consist of a preconstruction phase (design assist/constructability review) and a construction phase. This RFP summarizes, and supplements services specified in the Contract Documents. Documents are cumulative, and the Proposer is required to provide services specified in the RFP, its Proposal, and executed contract.

The Project will include, but is not limited to the following new construction:

1. Demolition and Grading Services

2. Mechanical, Electrical, and Plumbing (MEP) systems

3. Fire Life Safety

A. Fire alarm/detection systems

B. Fire sprinkler/suppression system

4. Hot and Cold water lines.

5. Building suspended ceilings

6. Roof and installation fall restraint systems

7. Interior LED lighting

8. Offices, equipment/storage areas, restrooms, and related facilities

9. American with Disabilities Act compliance

10. Mechanical piping insulation

11. New water fountains in public areas

12. Ceiling and wall access panels, flooring.

13. Interior Painting and Exterior Painting of the Building

14. Site utilities and building power service. Electrical Panels, switchgears, transformers, and emergency generator.

15. Abatement of hazardous materials

16. Elevator equipment.

Release Date: Thursday, April 9, 2026

17. Maintenance equipment

18. Demolish and replace horizontal storm and sewer within and outside the building footprint.

19. Interior and exterior signage

20. Fiber optic and security; related low voltage system

21. Commissioning of all new systems (MEP, Fire Alarm, Fire Sprinkler, Elevators, etc.)

22. Office Furniture

23. Battery Electric Bus (BEB) charging equipment and infrastructure

24. Stormwater capture system

25. Off-site improvements including street lighting, sidewalk, driveways, curb ramps, and full width AC replacement

26. Utility and subsurface investigation

27. Solar Panel/Photovoltaic (PV) System

28. Foundations

29. All required shoring design and permits to complete the stipulated scope of work for the "Project"

30. Shoring for excavation (if required)

31. Temporary Facilities and Utilities, field office, fencing, security

2. PHASE 1 - PRECONSTRUCTION/DESIGN ASSIST

The CMAR will participate in pre-construction services by providing input for scheduling, budgeting, development of documentation, inventory of pre-existing conditions, bidding of sub-contractors, and identification and resolution of “constructability” issues, which shall include, at a minimum, the following:

1. Collaboration with City representatives, Architect/Engineers and City Consultants

2. Preparation of construction cost analysis and estimates to develop a Guaranteed Maximum Price ("GMP")

3. Preparation of construction schedule(s) and recommended phasing

4. Investigation of existing conditions

5. Review project specific adopted California Environmental Quality Act (CEQA) documentation and ensure implementation of any required mitigation efforts

6. Identification of construction risk factors and proposed mitigations

7. Constructability review and recommendations

8. Value engineering and recommendations

Release Date: Thursday, April 9, 2026

9. Work Phasing Plan and bid package development and subcontractor qualifications and procurement strategies

10. Schedule development and early procurement schedule including all critical activities such as, but not limited to: MEP systems, structural steel procurement, shoring design & approval, doors/frames, exterior cladding, window systems, etc.

11. Early verification of required permits and review of all proposed deferred approved work.

(NOTE: The City Planning Department shall perform plan check review. The City of Pasadena Building and Safety will be issuing construction permits.)

12. The CMAR’s project plan/schedule as submitted with its Proposal will be further defined and agreed upon in consultation with the City and Architect/Engineers Team.

13. Procurement recommendations for all subcontractor trades including requirements for pricing for Final GMP Proposal

14. Verification of entitlements and permits requirements.

15. The preparation of Guaranteed Maximum Price ("GMP") proposal package for Phase 2

The Preconstruction Services Lump Sum Price Proposal should assume the City will request the following deliverables and meetings during preconstruction phase:

1. Feasibility & Assessment Report

2. Cost Management Documents

3. Scheduling & Phasing Plans

4. Constructability & Design Review Documents

5. Constructability Review Report (identifying design conflicts, efficiencies, value engineering and challenges)

6. Subcontractor and Supplier Procurement & Contracting Plan Document

A. Trade Contractor Prequalification List

B. Bid Package Scopes of Work (for early procurement packages)

C. GMP (Guaranteed Maximum Price) Proposal

7. Sustainability & Regulatory Compliance

8. Local Participation Engagement Plan

9. Stakeholder & Communication Deliverables

A. Coordination with City departments and other local/state agencies

10. Preconstruction Meeting Minutes & Progress Reports

A. Final Preconstruction Summary Report

B. Project Execution Plan (summarizing approach to construction)

Release Date: Thursday, April 9, 2026

Regarding recommendations to be made by the CMAR, CMAR shall recommend, if necessary, appropriate modifications of the Design Documents to lower both the CMAR's and the Architect or Engineer's independent cost estimates to amounts equal to or lower than the budget amount the City provides to the CMAR. CMAR's cost estimates shall be developed/updated and submitted at each design development milestone of 60%, 90% and 100% (GMP Proposal) comprised of Plans, Specifications, and Estimates.

CMAR is responsible for confirming at the end of each preconstruction milestone, in writing to the City, that all project and construction costs have been identified and that the design and/or construction documents are in conformance with the requirements of the Project.

3. PHASE 1 - CALCULATION OF THE FINAL GUARANTEED MAXIMUM PRICE ("GMP")

1. CMAR must follow the Subcontractor/Supplier Procurement Requirements as stipulated in Exhibit F of the Agreement, Section 7.8 and Article 9 of the Agreement and Article 5 of the A201 General Conditions, when preparing the GMP proposal package for Phase

2. The Proposer shall develop a comprehensive bid package based on the defined scope of work for this phase and award contracts to the best-qualified and best-value subcontractors/vendors, except as provided in Agreement Section 7.8 with respect to any CMAR self-performed Work. The bid package must include all necessary drawings, specifications, terms, and conditions to ensure competitive and transparent procurement. Evaluation criteria for subcontractor selection shall prioritize demonstrated competence, cost-effectiveness, schedule adherence, and compliance with all Project requirements. The Proposer must document the selection process and obtain written approval from the City prior to final contract execution.

2. The minimum General Conditions Work requirements are included in an exhibit to the Agreement. This exhibit shall be included in all Bid Packages so Subcontractors understand the minimum General Conditions Work items that will be provided by the

CMAR.

Based on the GMP that the CMAR provides to the City in accordance with the requirements of the Contract Documents, the City shall have the option to take the following action:

1. Accept the Final GMP Proposal through amendment to the Contract and proceed with Phase 2 - Construction of the Project;

2. City may suggest modifications to such Final GMP Proposal whereupon if such modifications are accepted in writing by CMAR, such Final GMP Proposal shall be deemed accepted, and the parties shall proceed to amend the Contract and proceed with Phase 2

- Construction of the Project;

3. Terminate CMAR's performance of the Agreement and enter into a contract with any other person or entity, including any qualified CMARs, Subcontractor(s), and supplier(s) for the performance of the Work, or any portion thereof. City shall accept assignment of such CMAR subcontracts as it chooses, and CMAR entity shall only be entitled to compensation for the undisputed earned value of Phase 1 to complete the Phase 1 - Preconstruction/Design Assist.

Release Date: Thursday, April 9, 2026

4. Provide additional funds as required to authorize the Project;

5. Negotiate the GMP and request the CMAR's Best and Final Offer (BAFO); or

6. At the City's option and as a negotiated additional service, have the Architect or Engineer and CMAR repeat the appropriate and necessary activities of the Preconstruction Phase, with the goal of modifying the Design Documents or period of proposed construction to reduce the total cost of the resultant combination of bids and alternate(s). CMAR shall endeavor to mitigate any time lost due to re-bids or due to revising the Master Project Schedule for the Construction Phase of the Project. Until GMP acceptable to the City is reached, this re-bidding process may be repeated a second time at the discretion of the City. If the second re-bid fails to produce a total construction cost less than or equal to an amount acceptable to the City, CMAR's performance of this Agreement may be terminated by the City.

4. PHASE 2 - CONSTRUCTION (AT CITY'S OPTION)

If the City elects to proceed with Phase 2 of this RFP, the CMAR will then conduct the subcontractor selection/bidding and contract with all subcontractors required for the work and provide the services listed below and as detailed in the Drawings and Technical Specifications:

1. Collaboration with City representatives, Architect/Engineer, and Consultants

2. Project management, project engineering, supervision, safety, and QA/QC

3. Qualified SWPPP Developer (QSD)/Qualified SWPP Practitioner (QSP) services, storm water management, and dust control

4. Temporary construction, temporary facilities, temporary services, consumables, printing, and delivery

5. Preparation and coordination of subcontractor packages and bid activities

6. Subcontractor management and coordination

7. Preparation and coordination of submittals, shop drawings, and product data

8. Commissioning pre-functional testing, startup, functional testing, reporting

9. Construction, materials, equipment, labor and supplies

10. Project accounting and reporting

11. Payment application preparation and lien waiver management

12. Labor compliance documentation, certified payroll, and daily reports

13. Construction schedule management and reporting

14. Application and payment of permits and fees at cost

15. Submittals and approvals from all agencies having jurisdiction

16. Coordination with utilities (water & power) and all communications providers

17. Construction progress cleaning and final cleaning

Release Date: Thursday, April 9, 2026

18. Coordination of as-built documentation and closeout deliverables

Additional Information for this Phase:

1. CMAR must follow the Subcontractor/Supplier Procurement Requirements as stipulated in Exhibit F of the Agreement, Section 7.8 and Article 9 of the Agreement and Article 5 of the A201 General Conditions, when preparing the GMP proposal package for Phase

2. The Proposer shall develop a comprehensive bid package based on the defined scope of work for this phase and award contracts to the best-qualified and best-value subcontractors/vendors, except as provided in Agreement Section 7.8 with respect to any CMAR self-performed Work. The bid package must include all necessary drawings, specifications, terms, and conditions to ensure competitive and transparent procurement. Evaluation criteria for subcontractor selection shall prioritize demonstrated competence, cost-effectiveness, schedule adherence, and compliance with all Project requirements. The Proposer must document the selection process and obtain written approval from the City prior to final contract execution.

2. The minimum General Conditions Work requirements are included in an exhibit to the Agreement. This exhibit shall be included in all Bid Packages so Subcontractors understand the minimum General Conditions Work items that will be provided by the

CMAR.

The City reserves the right to contract separately with other suppliers, vendors, consultants and contractors as deemed in the best interest of the City's Project. For construction work, this includes, but is not limited to:

• Independent testing and commissioning for acceptance of the Work, including materials testing and inspection, HVAC testing and balancing, etc., as may be applicable for City’s acceptance of this Project.

• Other contractors deemed necessary as recommend by the City or its Architect.

5. FIRMS ASSOCIATED WITH PROJECT

The City of Pasadena engaged the following firms to provide design, environmental and construction documents for this Project:

• HDR Engineering, Inc. (Prime Consultant)

• Impact Sciences, Inc.

• Earth Systems

The City's Prime Consultant has engaged the following firms for this Project:

• Stantec

• Kimley-Horn

• Miyamoto

• AVS

Release Date: Thursday, April 9, 2026

• JYI

• Coast Survey

• C-Below

The firms noted above have been associated with this Project and are provided for informational purposes only. This information is not intended to be relied on for purposes of compliance with any conflict-of-interest rules or applicable laws or regulations affecting this Project. The Proposer is solely responsible for due diligence in identifying and avoiding all potential conflicts of interest related to contracting for, and construction of, this Project.

6. OWNER FURNISH CONTRACTOR INSTALL (OFCI)

The City may elect to procure certain materials/equipment directly, with coordination and scheduling support from the CMAR. The equipment would then be assigned to the CMAR with the full acceptance of responsibilities for coordination and installation. The complete list of items will be developed by the City of Pasadena and CMAR during the Phase 1 - Preconstruction/Design Assist phase.

7. SELF-PERFORMED WORK

CMAR is permitted to self-perform the Work or a portion of the Work, provided that the self-performed work is competitively bid pursuant to City-approved subcontractor bidding procedures and for trade Bid Packages approved by the City prior to bidding such work. See Exhibit F to the Agreement.

Release Date: Thursday, April 9, 2026

4. Bonds and Insurance Requirements

1. Insurance Requirements

Please see attached form: "Insurance Requirements - Construction of Transit Operations and Maintenance Facility" under the Attachments section of this RFP.

2. Bonds

• No Proposal Security Bond is required.

• No Payment and Performance Bond is required at the time Phase 1 - Preconstruction/Design Assist agreement is entered into.

• If Phase 2 - Construction is authorized, CMAR must provide payment and performance bonds in the penal amount of the GMP, which may be increased by rider if portions of Phase 2 Work overlap with Phase 1.

Release Date: Thursday, April 9, 2026

5. 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.

1. Pasadena Operating Companies

NOT APPLICABLE.

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.

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. SAMPLE CONTRACT

Release Date: Thursday, April 9, 2026

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.

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.

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.

Refer to Exhibit F - Subcontractor/Supplier Procurement Requirements for additional information.

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/

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.

https://www.cityofpasadena.net/finance/licenses/business-licenses/

Release Date: Thursday, April 9, 2026

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.

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 Proposal, 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.

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.

11. Pasadena Living Wage Ordinance https://invoice.cityofpasadena.net/PortalGuide.pdf

Release Date: Thursday, April 9, 2026

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.

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.

13. Errors and Omissions

Bidders or Proposers shall not be allowed to take advantage of any errors or omissions in the RFP or Contract Documents. Full instructions will be given if such error or omission is discovered and timely called to the attention of the City.

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.

15. Taxes

Price bid or Price Proposals shall include all federal, state, local and other taxes.

https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fbit.ly%2F3o3SHMh&data=05%7C02%7Cawatson%40cityofpasadena.net%7Cbb892f95fde0404d371508dc9bbbf790%7C82d9fc002c664402a28fc6bcdc32e491%7C1%7C0%7C638556478819490734%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=zhx6795nsAtQnJvmzYHL5q2Lzw%2FdOCl95da3qPj4Duw%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Flibrary.municode.com%2Fca%2Fpasadena%2Fcodes%2Fcode_of_ordinances%3FnodeId%3DTIT5BULIRE_ARTIGE_CH5.02PACIDEMIWA&data=05%7C02%7Cawatson%40cityofpasadena.net%7Cbb892f95fde0404d371508dc9bbbf790%7C82d9fc002c664402a28fc6bcdc32e491%7C1%7C0%7C638556478819500215%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=AX1DEPBi2FxNNRsdiRGGB1whWvtl2jG%2FQ7SO5QsB%2Fac%3D&reserved=0

Release Date: Thursday, April 9, 2026

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.