Design-Build_Services_for_Solar_and_Energy_Storage_Installations_at_Category_1_City-Owned_Properties_(Addendum_#4_Revision).pdf

REQUEST FOR PROPOSALS

DESIGN-BUILD SERVICES FOR SOLAR AND ENERGY

STORAGE INSTALLATIONS AT CATEGORY 1 CITY-OWNED

PROPERTIES

FOR THE

WATER & POWER DEPARTMENT, POWER DELIVERY

CITY OF PASADENA, CALIFORNIA

Request for Proposals - Design-Build Services for Solar and Energy Storage Installations at Category 1 City- Owned Properties Release Date: Thursday, July 23, 2026

Attachments:

A - Solar and Energy Storage - 09.29.2026 B - Insurance Requirements_PWP Rooftop Solar Design Build Project D - REQUIRED FORMS - AAs - SIG-LEGAL-STATUS - DECLARATION OF NONCOLUSION 08022024 v2

E - DISQUALIFICATION_DISCLOSURE (4)

F - CONFLICT_OF_INTEREST (5)

H - Pasadena_Taxpayer_Protection_Amendment_Disclosure (2) N - DESIGNATED REPRESENTATIVESdocx

O - FAITHFUL_PERFORMANCE_BOND_FORM (2)

P - Allendale Branch Library_RFP Q - Hamilton Park-public_RFP R - Jackie Robinson Community Center_RFP S - La Pintoresca Branch Library-public_RFP T - Lamanda Park Branch Library-public_RFP U - Linda Vista Branch Library_RFP V - Robinson Park and Recreation Center_RFP W - San Rafael Branch Library_RFP X - Victory Park_South_RFP Y - Washington Park-public_RFP Z - Central Library_RFP AA - Glenarm Power Plant-RFP BB - Madison Parking Lot_RFP

Request for Proposals - Design-Build Services for Solar and Energy Storage Installations at Category 1 City-

Release Date: Thursday, July 23, 2026

1. Introduction

1. Summary

The City of Pasadena (“City”), through Pasadena Water and Power (“PWP”), is issuing this Request for Proposals (“RFP”) to solicit proposals from qualified firms to provide Design-Build services by a Design-Build Contractor (“Design-Builder,” “D-B,” “Contractor,” or “Proposer”) for the design, procurement, construction, installation, interconnection, commissioning, and, if authorized by the City, operations and maintenance of solar and energy storage installations at Category 1 City-owned properties (the “Project”).

The Project includes Category 1 priority sites identified in this RFP that are intended to support near-term implementation and completion by June 2028. Solar is desired at all sites, and energy storage is highly desired where feasible based on site-specific conditions, technical constraints, cost, and City direction. The site capacities identified in this RFP are estimated and are provided for planning and proposal purposes only. Final system size, configuration, and inclusion of energy storage will be determined based on site-specific evaluation, design development, feasibility, cost, and City direction.

The Scope of Work includes site evaluation and feasibility assessment, engineering and design, permitting, procurement of equipment and materials, construction, installation, interconnection, commissioning, stakeholder engagement support, and ongoing operations and maintenance of the selected improvements, as applicable to the awarded contract. The Scope of Work also requires the selected Proposer to evaluate existing electrical infrastructure and account for future electric vehicle (“EV”) charging expansion as part of the site evaluation and design approach, including where EV-related load assumptions may affect equipment sizing, panel capacity, and related system components.

The City reserves the right to award one contract, multiple contracts, by individual site, by combination of sites, or in whole, as determined to be in the best interest of the City. Proposers may submit proposals for any individual site or any combination of Category 1 sites identified in this RFP. Proposers will be evaluated only for the sites included in their proposals. The City also reserves the right to remove one or more sites from the awarded scope or otherwise modify the awarded scope based on feasibility, cost, funding, schedule, City priorities, or other considerations identified during the Project.

A Selection Committee shall review the Proposals received and complete final scoring based on the City’s Design and Performance Criteria for the Project and the evaluation criteria identified in this RFP, pursuant to Pasadena Municipal Code (“P.M.C.”) section 4.08.047, competitive selection, using the Design-Build alternative project delivery method. Proposers recommended for award 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, if applicable, interview scores.

2. Background

Request for Proposals - Design-Build Services for Solar and Energy Storage Installations at Category 1 City-

Release Date: Thursday, July 23, 2026

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.

On January 30, 2023, the Pasadena City Council adopted Resolution 9977, establishing a goal for Pasadena Water and Power (“PWP”) to source 100% of Pasadena’s electricity from carbon-free resources by the end of 2030, while optimizing affordability, rate equity, system stability, and reliability. In furtherance of that goal, on December 15, 2025, the City Council unanimously approved PWP’s Optimized Strategic Plan (“OSP”), a forward-thinking framework outlining the pathways, investments, and decision points that will position Pasadena to achieve a carbon-free future.

A key component of the OSP is the expansion of locally sited renewable generation and energy storage resources within Pasadena. This approach is intended to reduce long-term costs, maximize the use of public assets, and equitably distribute the benefits of carbon-free energy across all customer classes. Locally developed solar resources also reduce reliance on external energy markets and enhance grid resilience by generating electricity closer to where it is consumed.

To support implementation of the OSP, PWP has coordinated with City departments to identify City-owned properties that may be suitable for future solar and energy storage development.

This RFP is limited to Category 1 priority sites that are more advanced in project development and better positioned to support near-term implementation. These sites are intended to support completion by June 2028.

The City reserves the right to award one contract, multiple contracts, by individual site, by combination of sites, or in whole, depending on the proposals received and the City’s evaluation of project delivery, cost, schedule, and overall fit for the program, in its sole discretion.

3. Contact Information

Deadline for Questions

The deadline to submit questions related to this solicitation is Wednesday, October 7, 2026, prior to 1:00 pm.

Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

Jerome Bragg Senior Project Manager Email: jbragg@cityofpasadena.net Phone: (626) 744-4438 Department:

Water & Power Department, Power Delivery mailto:jbragg@cityofpasadena.net tel:(626)744-4438

Request for Proposals - Design-Build Services for Solar and Energy Storage Installations at Category 1 City-

Release Date: Thursday, July 23, 2026

4. Timeline

Release Project Date July 23, 2026

Question Submission Deadline October 7, 2026, 1:00pm

Proposal Submission Deadline October 20, 2026, 1:00pm

Request for Proposals - Design-Build Services for Solar and Energy Storage Installations at Category 1 City-

Release Date: Thursday, July 23, 2026

2. General Instructions

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 and subject to the California Public Records Act requirements set forth in California Government Code Section 7920.005 et seq. 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. Eligibility Requirement

Proposer must possess and provide the following licenses or certifications to be deemed qualified to perform the work specified:

Class A (General Engineering Contractor) or Class B (General Building Contractor), or, where sufficient for the full scope of Work of a particular site, Class C-10 Electrical (Specialty Contractor). Lead Architects and/or Engineers must hold an active license and registration in the State of California.

3. 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 1:00 pm on Tuesday, October 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," including any additional data, can be no more than 100 grand total pages.

The Statement of Qualifications and Experience is excluded from this page limitation. The separate Price Proposal is also excluded from this page limitation.

Proposals received after the Proposal Deadline may not be accepted by the City.

4. Statement of Qualifications and Relevant Experience https://procurement.opengov.com/portal/pasadena

Request for Proposals - Design-Build Services for Solar and Energy Storage Installations at Category 1 City-

Release Date: Thursday, July 23, 2026

The Proposer shall provide information demonstrating its qualifications, organizational capacity, and relevant experience to successfully perform work of similar scope, complexity, and delivery method.

At a minimum, the Proposal shall include the following:

1. Corporate Structure and Team Composition Describe the Proposer’s corporate structure and legal organization. If the Proposer is a joint venture, partnership, consortium, or other multi-firm team, identify each participating firm and clearly describe the primary roles and responsibilities each will perform for site evaluation, design, permitting, procurement, construction, commissioning, and operations and maintenance.

2. Relevant Project Experience Provide a detailed narrative describing the Proposer’s, or combined team’s, relevant experience with comparable Solar and, if applicable, Hybrid projects. The narrative should identify project size, capacity, complexity, delivery method, and the Proposer’s role in performing the work. The narrative should address experience with:

• site evaluation and feasibility assessment;

• engineering and design;

• procurement;

• construction and commissioning;

• ongoing operations and maintenance for similar facilities;

• projects performed for public entities, including municipalities or utilities;

• projects located in California; and

• rooftop, ground-mounted, and solar parking canopy systems, as applicable.

3. Reference Projects Submit a minimum of three (3) reference projects for successfully completed commercial Solar or Hybrid projects of similar scope or complexity, completed within the last six (6) years. Projects completed in California or for public agencies, municipal utilities, or similar entities should be identified where applicable. At least one reference project should demonstrate experience with post-construction operations and maintenance services for a facility of similar type or complexity.

For each reference project, provide, at a minimum:

• project name and location;

• owner/client name;

• project dates;

• brief description of the work performed;

• delivery method;

Request for Proposals - Design-Build Services for Solar and Energy Storage Installations at Category 1 City-

Release Date: Thursday, July 23, 2026

• the Proposer’s role on the project;

• project capacity and, if available, contract amount or construction value; and

• reference contact information, including name, title, phone number, and email address.

If the Proposer wishes to identify additional relevant projects beyond the three required reference projects, the Proposal may include a summary list stating the project name, client, capacity, and completion date.

4. Project Personnel Identify the key personnel proposed for the major components of the Project, including site evaluation, design, permitting, procurement, construction, commissioning, and operations and maintenance. For each identified individual, provide a summary of relevant qualifications, certifications, licenses, and project experience.

5. Licenses and Qualifications Identify all contractor licenses and other professional licenses or certifications relevant to the Scope of Work. At a minimum, the Proposal shall identify the California contractor license or licenses proposed to be used for the Project and confirm that such licenses are current and in good standing.

If the Proposer’s primary license does not cover the full Scope of Work, the Proposal shall identify the subcontractors or team members that will provide the required licensed services, including the applicable license numbers and a brief summary of relevant experience.

6. Financial Capacity and Organizational Stability Provide information demonstrating the Proposer’s financial capacity and organizational stability to support construction, commissioning, and the required five (5) years of operations, maintenance, and monitoring services. At a minimum, the Proposal shall include:

• a surety letter confirming the Proposer’s ability to obtain the payment and performance bonds required by the final contract for the applicable construction scope;

• financial statements for the most recent three (3) fiscal years, whether audited or otherwise prepared in the ordinary course of business, sufficient to demonstrate financial capacity;

• a brief description of the Proposer’s length of time in business and length of time licensed in its current form; and

• if the Proposer is relying on the financial strength of a parent company, affiliate, or other entity, identification of that entity together with supporting financial information sufficient to demonstrate available financial capacity.

5. Technical Proposal

The Technical Proposal shall disclose the Proposer’s technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions and all required forms and submittals identified in the Attachments and Submittals/Checklist. No pricing information shall be included in the Technical Proposal.

Request for Proposals - Design-Build Services for Solar and Energy Storage Installations at Category 1 City-

Release Date: Thursday, July 23, 2026

At a minimum, the Technical Proposal shall include the following:

1. Project Methodology and Execution Plan The Proposer shall provide a detailed narrative describing its overall approach to performing the Scope of Work for the Project.

At a minimum, the narrative shall describe the Proposer’s methodology for:

• conducting site evaluations and feasibility assessments;

• advancing engineering, design, and permitting for each site;

• evaluating existing electrical infrastructure and incorporating future EV charging expansion needs into load calculations, equipment sizing, and overall design assumptions for each site;

• determining the maximum viable Solar capacity and, where feasible, Hybrid capacity for each location;

• coordinating procurement planning, equipment sourcing, and construction sequencing;

• managing construction, commissioning, testing, and closeout activities; and

• providing five (5) years of operations, maintenance, monitoring, and system support services following Final Acceptance.

The narrative shall also describe how the Proposer will:

• coordinate with the City, PWP, affected site users, and other stakeholders;

• manage site-specific constraints, operational considerations, and service interruptions;

• support cost control, schedule management, and development of site-specific pricing and implementation strategies; and

• maintain continuity from design through construction, commissioning, and long-term operations and maintenance.

The Proposer shall also describe its approach to maintaining continuity of site operations during Project implementation. This shall include the Proposer’s methodology for minimizing disruption to site activities, maintaining safe pedestrian access and required path of travel at occupied sites, coordinating any required outage or service interruption with the City in advance, and restoring service in a timely manner when interruptions are necessary. The Proposer shall also describe its approach to system monitoring, fault response, corrective maintenance, and restoration of service, including proposed response times and escalation procedures for outages, equipment failures, and significant performance deficiencies.

The Proposer shall also describe its overall approach to system operation during utility outages, including the proposed approach to islanding, transfer, controls, operating limitations, restoration of service, and the role of energy storage in supporting outage performance.

Request for Proposals - Design-Build Services for Solar and Energy Storage Installations at Category 1 City-

Release Date: Thursday, July 23, 2026

For each site where Energy Storage is proposed or required, the Proposer shall size the Battery Energy Storage System (BESS) to support the full building load for a minimum duration of four (4) hours during utility outage conditions. The Proposer shall also describe its proposed site microgrid approach for each such site, including island mode capability, the basis of battery sizing, any operational assumptions, and any limitations or conditions affecting four-hour performance.

The Proposer should clearly demonstrate its understanding of the Project objectives, site conditions, and the City’s desire for Solar at all sites and Energy Storage where feasible.

2. Project Schedule The Proposer shall provide a preliminary master Project schedule for the proposed scope, together with a site-by-site milestone schedule for each site included in the Proposal.

The schedule shall identify the Proposer’s anticipated timing for site evaluation, design, permitting, procurement, construction start, substantial completion, commissioning, and closeout, and shall be sufficiently detailed to demonstrate the Proposer’s sequencing approach, assumptions, and ability to support completion by June 2028.

The Proposer shall clearly identify any schedule assumptions that depend on the number of sites awarded, the combination of sites awarded, sequencing efficiencies associated with multiple-site delivery, long-lead equipment considerations, or other factors that may materially affect schedule performance.

3. Conceptual Schematics and Design The Proposer shall provide conceptual design information sufficient to demonstrate its understanding of the Project sites, technical approach, and recommended system configuration for the locations included in its Proposal.

For each site included in the Proposal, the Proposal shall include conceptual layouts and preliminary single-line diagrams. The conceptual design submittals shall illustrate the Proposer’s recommended approach to site use, equipment arrangement, electrical interconnection, and overall system configuration.

To the extent feasible, the Proposal shall provide conceptual options for:

• Photovoltaic Solar (Solar) facilities; and

• Solar and Energy Storage (Hybrid) facilities.

Conceptual design information shall be based on the Proposer’s preliminary understanding of site conditions, available space, operational constraints, and technical feasibility. The purpose of this requirement is to demonstrate the Proposer’s technical understanding and conceptual approach; it is not intended to require final engineering or permit-level design as part of the Proposal.

The Proposer shall clearly identify any major assumptions, limitations, data gaps, or site-specific constraints reflected in its conceptual layouts, preliminary single-line diagrams, and other conceptual design information.

Request for Proposals - Design-Build Services for Solar and Energy Storage Installations at Category 1 City-

Release Date: Thursday, July 23, 2026

In addition, the Proposal shall include a concise site-by-site summary identifying the anticipated outage operating mode for each site. For each site where Energy Storage is proposed or required, the summary shall identify the proposed microgrid operating approach, confirm whether the system is intended to support full building backup for a minimum duration of four

(4) hours during utility outage conditions, and describe any key assumptions, constraints, or limitations affecting outage performance. For sites where Energy Storage is not proposed, the summary shall identify the anticipated outage operating mode and any related assumptions or constraints.

6. Separate Price Proposal

The Price Proposal shall be submitted through the City’s eProcurement Portal as part of the separate Price Proposal submission. Cost information shall be included only in the separate Price Proposal submission and shall not be included in the Technical Proposal, except where expressly requested by the City.

Because this is a Design-Build procurement, the Price Proposal shall be based on the Proposer’s proposed approach to delivering the Category 1 sites included in its Proposal, including design, permitting, procurement, construction, commissioning, and, if authorized by the City, operations and maintenance services. The Price Proposal shall reflect the site-specific award structure described in this RFP.

For purposes of preparing the Price Proposal, the Proposer shall provide pricing by individual site and shall separately identify any pricing assumptions, exclusions, and qualifications applicable to the proposed work. Solar is desired at all sites, and Energy Storage is highly desired where feasible. Site capacities identified in this RFP are estimated and are provided for planning and proposal purposes only.

The Proposer shall complete all pricing tables or pricing fields included in the City’s eProcurement Portal for this solicitation.

In addition to completing the required pricing tables or pricing fields in the City’s eProcurement Portal, the Proposer shall upload the required supporting narrative and documentation for the Price Proposal through the Submittals/Checklist, including the Basis of Estimate and Pricing Assumptions and any other supporting information expressly requested by this RFP. Supporting detail provided by attachment does not relieve the Proposer of the obligation to complete all applicable pricing tables or pricing fields included in the City’s eProcurement Portal.

The Price Proposal shall include all pricing required by this RFP. Pricing for each item shall include all costs necessary to perform the applicable services or work associated with that item.

The Price Proposal shall include the required pricing entries in the City’s eProcurement Portal together with the required supporting detail uploaded through the Submittals/Checklist, including any information required by this RFP or reasonably necessary to explain the basis of the proposed pricing. Any such attachment shall be clearly labeled.

The pricing information provided by the Proposer will be considered by the City in determining whether the proposed compensation is fair and reasonable in light of the services and work to be provided.

Request for Proposals - Design-Build Services for Solar and Energy Storage Installations at Category 1 City-

Release Date: Thursday, July 23, 2026

Any additional costs outside the scope of the final contract must be approved by the City in writing before such work is commenced. The City will not separately reimburse costs not included in the Proposal unless expressly authorized in writing under the final contract.

The City may request clarification or supplemental pricing detail, including assumptions and pricing support, if necessary to evaluate the Proposal.

At a minimum, the Price Proposal shall include the following:

• Category 1 Site Pricing by Site

• Basis of Estimate and Pricing Assumptions

• Operations and Maintenance Services

• Required Forms

All amounts shall be stated in U.S. dollars. If a pricing item is not applicable, the Proposer shall enter “$0,” “0%,” or “Not Applicable,” as appropriate. Blank entries may be considered incomplete.

7. Pre-Proposal Meeting

See the "Timeline" in the Introduction section (#Introduction). If there is a Mandatory pre-proposal meeting, bidders/proposers are required to attend at the time, date, and location included in the Timeline. If there is a Non-Mandatory pre-proposal meeting, bidders/proposers are not required to attend.

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

8. Definitions

The words (A) "City", (B) "Department", (C) "Director", or (D) "Contractor", as used in this RFP, shall be understood to refer respectively to (A) the City of Pasadena, California; (B) the several departments therein; (C) the directors of the several City departments; or any of their properly authorized assistants; and ( D) the person, firm or corporation with whom the contract is made by said City or the agent or legal representative who may be appointed to represent such person, firm or corporation in the signing and performance of said contract.

Except as otherwise defined herein or in the City’s Standard Form of Agreement, all definitions of capitalized terms used in this RFP are set forth in the General Conditions to the Design-Build Agreement (“A201”) or (“General Conditions”).

9. City’s Liquidated Delay Damages https://procurement.opengov.com/portal/pasadena/projects/249748/document?section=2387269

Request for Proposals - Design-Build Services for Solar and Energy Storage Installations at Category 1 City-

Release Date: Thursday, July 23, 2026

Time is of the essence for the performance of the Work. The City and the selected Proposer acknowledge that, if the selected Proposer fails to achieve Substantial Completion / Ready-for- Service for an applicable site by the required completion date, the City will sustain damages that are difficult to ascertain with certainty at the time of contracting, including the value of delayed power generation, replacement power and attributes, administrative costs, extended project coordination and oversight costs, delayed system availability, interference with site operations, and other delay-related damages.

The required completion date for each applicable site shall be established in the Contract Documents and is intended to support completion by June 30, 2028. If the selected Proposer fails to achieve Substantial Completion / Ready-for-Service for an applicable site by the required completion date, the selected Proposer shall pay the City liquidated damages for each calendar day of delay until Substantial Completion / Ready-for-Service for that site is achieved.

The daily liquidated damages amount for each delayed site shall be calculated as follows:

Daily Liquidated Damages = (Estimated Site Capacity [kW] × 24 hours × 21% × $0.08/kWh) + $100

For purposes of this calculation, the 21% capacity factor is based on the solar capacity factor used for Pasadena in PWP’s Optimized Strategic Plan analysis, and the $0.08/kWh replacement power and attributes value reflects the City’s estimated 2028 cost of replacement energy, renewable attributes, and resource adequacy. The $100 adder represents estimated daily administrative costs associated with delay.

For purposes of calculating liquidated damages, the Estimated Site Capacity shall be the estimated generating capacity identified for the applicable site in the RFP, Proposal, or other Contract Documents, unless a different value is expressly stated in the Contract Documents for that site.

By way of example only, if the applicable site has an Estimated Site Capacity of 500 kW, the daily liquidated damages amount would be calculated as follows:

(500 × 24 × 21% × $0.08) + $100 = $301.60 per calendar day

The parties agree that the liquidated damages amounts and formula set forth herein are intended to represent a reasonable estimate of the damages the City is expected to incur as a result of delayed completion and are not imposed as a penalty.

Assessment of liquidated damages shall not relieve the selected Proposer of the obligation to complete the Work, nor shall it limit any other rights or remedies available to the City under the Contract, except as expressly provided therein.

Request for Proposals - Design-Build Services for Solar and Energy Storage Installations at Category 1 City-

Release Date: Thursday, July 23, 2026

3. General Requirements

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 (to be provided by Addendum) 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.

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. 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.

4. 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.

5. 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.

6. 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.

7. Request for Proposal (RFP) Quantities / Estimated Scope

Request for Proposals - Design-Build Services for Solar and Energy Storage Installations at Category 1 City-

Release Date: Thursday, July 23, 2026

The quantities, site capacities, and scope descriptions contained in this RFP are estimates only and are provided for planning, proposal preparation, and evaluation purposes. The City reserves the right to increase, decrease, remove, or otherwise revise the scope of work or sites included in the awarded scope based on feasibility, cost, funding, schedule, City priorities, or other considerations identified during the procurement process or Project development, as determined to be in the best interest of the City and in accordance with the terms of this RFP and the final contract.

Proposal pricing shall be based on the Proposer’s submitted Price Proposal and the pricing structure required by this RFP. Payment shall be made only for work authorized by the City and performed in accordance with the final contract.

8. 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.

9. 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/

10. CONFLICT OF INTEREST STATEMENT

Request for Proposals - Design-Build Services for Solar and Energy Storage Installations at Category 1 City-

Release Date: Thursday, July 23, 2026

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

11. 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.

12. 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.

13. Request For Proposals (RFP) Not Contractual

Nothing contained in this RFP shall create any contractual relationship between the Proposer and the City. The City accepts no financial responsibility for costs incurred by any proposer in the preparation and/or submission of a Proposal in response to this RFP, participating in interviews, or in anticipation of any contract.

14. Duty to Inquire

Request for Proposals - Design-Build Services for Solar and Energy Storage Installations at Category 1 City-

Release Date: Thursday, July 23, 2026

Should the Proposer find discrepancies in or omissions from the RFP or other documents, or should the Proposer be in doubt as to their meaning, the Proposer shall submit a Request for Information through the Q&A portal on the City's procurement website, OpenGov.com. Refer to the General Instructions, Addenda for requirements.

Request for Proposals - Design-Build Services for Solar and Energy Storage Installations at Category 1 City-

Release Date: Thursday, July 23, 2026

4. City Requirements

There are items included in the section named Submittals/Checklist of these specifications which a bidder or proposer must complete or submit to establish compliance with a number of City requirements, including, but not limited to, acknowledgements, proposal components, certifications, required forms, and other supporting documentation. These items and their instructions should be considered an integral part of the specifications, and failure to complete or submit the required items may be grounds, in the sole discretion of the City, for rejection of any bidder or proposer.

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.

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."

Request for Proposals - Design-Build Services for Solar and Energy Storage Installations at Category 1 City-

Release Date: Thursday, July 23, 2026

4. 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.

5. 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/

6. 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.

7. Acceptance of Conditions

By submitting a bid or proposal, each bidder or proposer expressly agrees to and accepts the following conditions:

https://www.cityofpasadena.net/finance/licenses/business-licenses/ https://invoice.cityofpasadena.net/PortalGuide.pdf

Request for Proposals - Design-Build Services for Solar and Energy Storage Installations at Category 1 City-

Release Date: Thursday, July 23, 2026

• 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 City’s Design and Performance 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.

8. 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.

9. 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:

Request for Proposals - Design-Build Services for Solar and Energy Storage Installations at Category 1 City-

Release Date: Thursday, July 23, 2026

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.

10. 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.

11. 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.

12. 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.

13. Taxes

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

14. 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.

15. 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

16. NO LIMITATIONS ON LIABILITY

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 https://www.irs.gov/pub/irs-pdf/fw9.pdf…