Engineering_Services_for_Plumbing_Infrastructure_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSALS

ENGINEERING SERVICES FOR PLUMBING

INFRASTRUCTURE

FOR THE

ROSE BOWL

CITY OF PASADENA, CALIFORNIA

Request for Proposals - Engineering Services for Plumbing Infrastructure Release Date: Tuesday, December 17, 2024

Attachments:

A - Master Services Contract B - REQUIRED FORMS - AAs - SIG-LEGAL-STATUS - DECLARATION OF NONCOLUSION 08022024 v2

D - DISQUALIFICATION_DISCLOSURE (4)

E - CONFLICT_OF_INTEREST (5)

F - Pasadena_Taxpayer_Protection_Amendment_Disclosure (2) H - DESIGNATED REPRESENTATIVESdocx

I - RELEVANT EXPERIENCE FORM

J - Rose Bowl Water and Sewer AMP Report 2022.08.22 K - Secretary of the Interior's Professional Qualification Standards

1. Introduction

1. Summary

The Rose Bowl Operating Company (“RBOC”), as an agent for the City of Pasadena (“City”), is seeking proposals from qualified engineering firms to provide full design services for the replacement of plumbing piping infrastructure at the historic Rose Bowl Stadium in Pasadena, California. The selected firm must demonstrate expertise in designing similar infrastructure systems for large venues and meet the specific qualifications outlined herein.

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 RBOC manages all aspects of the Rose Bowl Campus. The Rose Bowl Campus is comprised of multiple components, including the Brookside Golf Course, Rose Bowl Stadium, and surrounding grounds. The Rose Bowl Campus is a premier cultural and recreational destination and attracts a wide range of world class sport and entertainment activities and events. In addition to featuring one of the most successful municipal golf courses on the west coast, the Brookside Golf Course, the Rose Bowl Stadium, and surrounding areas, play host to UCLA Football, the annual Rose Bowl Game®, international soccer games, large concerts and multi-day music festivals.

Project Background:

The Rose Bowl Stadium, a National Historic Landmark, is over 100 years old, with much of its plumbing infrastructure exceeding 50 years of service. This project aims to replace the aging gas, water, and sewer lines to ensure operational efficiency and safety while preserving the historical integrity of the venue.

As part of this project, firms must incorporate considerations for historical preservation as portions of the project are being funded through the Save America’s Treasures grant.

In order to ensure uninterrupted functionality of the stadium during events, this plan must include an identification of high-priority infrastructure segments and a corresponding sequencing of work to align with the venue’s event schedule.

This project is partially funded by the Save Americas Treasure grant program of the Historic Preservation Fund, National Park Service, Department of the Interior. Any opinions, findings, and conclusions or recommendations expressed in this material do not necessarily reflect the views of the Department of the Interior.

3. Contact Information

Deadline for Questions

The deadline to submit questions related to this solicitation is Wednesday, January 8, 2025, prior to 5:00 pm.

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

Project Contact:

Derek Doolittle Assistant General Manager Email: ddoolittle@rosebowlstadium.com Phone: (310) 683-9802 Procurement Contact:

Nancy Silver Chief Compliance Officer Email: nsilver@rosebowlstadium.com Phone: (626) 577-3100 Ext: 224 Department:

Rose Bowl

4. Timeline

Release Project Date December 17, 2024

Pre-Proposal Meeting (Mandatory) December 27, 2024, 9:00am https://teams.microsoft.com/meetingOptions/ ?organizerId=8703d4db-c3e1-4af6-a98a- 94394a05f468&tenantId=8385e67a-0431- 437e-9800-cffeec8b24ee&threadId=19_meeting_ZDlhZDcz YWItZGQ0Ny00NzQwLWE5YzItZjRmNDAzMDg5 YzZi@thread.v2&messageId=0&language=en-

US

Question Submission Deadline January 8, 2025, 5:00pm

Proposal Submission Deadline January 31, 2025, 2:00pm mailto:ddoolittle@rosebowlstadium.com tel:(310)683-9802 mailto:nsilver@rosebowlstadium.com tel:(626)577-3100;ext=224 https://teams.microsoft.com/meetingOptions/?organizerId=8703d4db-c3e1-4af6-a98a-94394a05f468&tenantId=8385e67a-0431-437e-9800-cffeec8b24ee&threadId=19_meeting_ZDlhZDczYWItZGQ0Ny00NzQwLWE5YzItZjRmNDAzMDg5YzZi@thread.v2&messageId=0&language=en-US https://teams.microsoft.com/meetingOptions/?organizerId=8703d4db-c3e1-4af6-a98a-94394a05f468&tenantId=8385e67a-0431-437e-9800-cffeec8b24ee&threadId=19_meeting_ZDlhZDczYWItZGQ0Ny00NzQwLWE5YzItZjRmNDAzMDg5YzZi@thread.v2&messageId=0&language=en-US https://teams.microsoft.com/meetingOptions/?organizerId=8703d4db-c3e1-4af6-a98a-94394a05f468&tenantId=8385e67a-0431-437e-9800-cffeec8b24ee&threadId=19_meeting_ZDlhZDczYWItZGQ0Ny00NzQwLWE5YzItZjRmNDAzMDg5YzZi@thread.v2&messageId=0&language=en-US https://teams.microsoft.com/meetingOptions/?organizerId=8703d4db-c3e1-4af6-a98a-94394a05f468&tenantId=8385e67a-0431-437e-9800-cffeec8b24ee&threadId=19_meeting_ZDlhZDczYWItZGQ0Ny00NzQwLWE5YzItZjRmNDAzMDg5YzZi@thread.v2&messageId=0&language=en-US https://teams.microsoft.com/meetingOptions/?organizerId=8703d4db-c3e1-4af6-a98a-94394a05f468&tenantId=8385e67a-0431-437e-9800-cffeec8b24ee&threadId=19_meeting_ZDlhZDczYWItZGQ0Ny00NzQwLWE5YzItZjRmNDAzMDg5YzZi@thread.v2&messageId=0&language=en-US https://teams.microsoft.com/meetingOptions/?organizerId=8703d4db-c3e1-4af6-a98a-94394a05f468&tenantId=8385e67a-0431-437e-9800-cffeec8b24ee&threadId=19_meeting_ZDlhZDczYWItZGQ0Ny00NzQwLWE5YzItZjRmNDAzMDg5YzZi@thread.v2&messageId=0&language=en-US https://teams.microsoft.com/meetingOptions/?organizerId=8703d4db-c3e1-4af6-a98a-94394a05f468&tenantId=8385e67a-0431-437e-9800-cffeec8b24ee&threadId=19_meeting_ZDlhZDczYWItZGQ0Ny00NzQwLWE5YzItZjRmNDAzMDg5YzZi@thread.v2&messageId=0&language=en-US https://teams.microsoft.com/meetingOptions/?organizerId=8703d4db-c3e1-4af6-a98a-94394a05f468&tenantId=8385e67a-0431-437e-9800-cffeec8b24ee&threadId=19_meeting_ZDlhZDczYWItZGQ0Ny00NzQwLWE5YzItZjRmNDAzMDg5YzZi@thread.v2&messageId=0&language=en-US

2. General Instructions

1. NOTICE REGARDING DISCLOSURE OF CONTENTS OF DOCUMENT

All responses to this Request for Proposal (RFP) accepted by the Rose Bowl Operating Company (RBOC) / City of Pasadena (City) shall become the exclusive property of the RBOC/City. At such time as the Chief Executive Officer recommends a contractor to the RBOC Board of Directors, and such recommendation, with any recommended contract appears on the RBOC Board agenda, all proposals accepted by the RBOC/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 RBOC/City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act or otherwise by law, the RBOC/City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

2. Electronic Submission and Delivery Instructions

Parties interested in responding are required to submit proposals electronically through the City of Pasadena's eProcurement Portal no later than 2:00 pm on Friday, January 31, 2025. Please upload sufficiently early electronically through the city's eProcurement Portal before the time and day listed in the Notice Inviting Proposals. Proposals must be received in the system prior to the deadline.

The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than 50 grand total pages.

The Price Proposal must include all costs associated with the Technical Proposal as described in the Price Proposal instructions in the “#Proposer's Submittals/Checklist.”

The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and #Proposer's Submittals/Checklist. No Pricing shall be included in this part.

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

3. Separation of Technical, and Price Proposals

The proposal must be prepared in two parts: a "Technical Proposal" and a "Price Proposal." Each of the parts shall be separate and complete in itself so evaluation of one may be accomplished separate from the evaluation of the other.

https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/135345/document?section=1219736 https://procurement.opengov.com/portal/pasadena/projects/135345/document?section=1219739 https://procurement.opengov.com/portal/pasadena/projects/135345/document?section=1219736

1. The Price Proposal must include all costs associated with the Technical Proposal as described in the Price Proposal instructions in the “Submittals/Checklist.”

Parties interested in responding are required to submit their Price Proposal with their Technical proposal through the City's eProcurement Portal.

The pricing must include the total price proposed to accomplish all the performance and deliverables requested in this RFP, and offered by your firm. Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. The price proposal shall describe both the total and the detailed price for which the consultant will commit to complete the total scope of work and end products. The price proposal detail shall describe costs for each professional’s time, for the completion of each proposed task, and for all materials and supplies.

The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Costs shall include the proposed costs and, if necessary, the approximate number of hours to provide the services as described in your proposal. Any additional fees outside the scope of the agreement must be approved in writing before commencing services for said fees. Vendor’s RFP response must be inclusive of all costs and expenses associated with travel, lodging, and any other incidental costs. The RBOC/City will not separately reimburse costs not included in the proposal.

2. The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and Submittals/Checklist. No Pricing shall be included in this part.

Reference SAMPLE PRICE PROPOSAL.

Reimbursable cost schedules shall depict only those expenditures that are exclusive to and in support of the scope of services. The proposed reimbursable cost schedule shall include a detailed list of reimbursables.

A contract will not be awarded to a consultant without an adequate financial management and accounting system as required by 48 CFR Part 31 and 2 CFR Part 200.

Each Proposer must submit a PRICE Proposal containing all costs associated with the technical proposal. Using the attached Price Proposal in this RFP, provide Proposer’s lump-sum price for performing all services and work called for in the SCOPE OF WORK. The Proposer’s lump-sum price shall include, without limitation:

• all designs, equipment, materials, labor, insurance and bond premiums, home office, jobsite, and other overhead, profit and services relating to the Proposer’s performance of its obligations under the Contract (including all work, equipment, materials, labor, and services provided by subcontractors and intellectual property rights necessary to perform the work);

performance of each and every portion of the work

• all costs of obtaining Government approvals other than Government approvals that are the responsibility of the City of Pasadena;

• all costs of compliance with Government rules, except to the extent such compliance is the responsibility of the City of Pasadena;

https://procurement.opengov.com/portal/pasadena/projects/135345/document?section=1219736 https://procurement.opengov.com/portal/pasadena/projects/135345/document?section=1219739 https://procurement.opengov.com/portal/pasadena/projects/135345/document?section=1219736

• all taxes, duties, permits, and other fees or royalties incident to the performance of the

SCOPE OF WORK;

payment of all salaries, wages, benefits, and expenses of the Proposer’s employees;

compensation for all risks, liabilities, and contingencies assigned to the Proposer; and

• all other costs needed or incurred to complete the Project.

4. 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.

5. 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.

https://procurement.opengov.com/portal/pasadena/projects/135345/document?section=1219734

3. Scope of Work

1. Scope of Services

1. Pre-Design Evaluation

• Conduct a detailed site conditions assessment, including mapping and documenting of current infrastructure, and evaluating accessibility and logistical constraints.

• Perform operational and performance assessments of existing systems, focusing on capacity, efficiency, and reliability.

• Complete a life cycle analysis for all site equipment and systems, providing recommendations for optimized asset longevity.

2. Design Services

• Incorporate phased construction plans into the design to facilitate seamless transition between project stages without disrupting scheduled events. Detailed design deliverables should include:

o Plans, specifications, and estimates.

o Integration of modern materials and technologies tailored to the venue’s needs.

o Accommodation of historical preservation requirements and aesthetic considerations.

• Provide cost estimates for implementation, including:

o Material costs broken down by type and size.

o Labor and contingency allocations.

o Additional considerations for permitting and unforeseen conditions.

3. Documentation and Permitting

• Prepare and submit all necessary documentation for permits and approvals, including:

o Compliance with local, state, and federal regulations.

o Historical preservation documentation, as required by the Secretary of the Interior’s standards.

o Engage with historical preservation authorities to ensure alignment with preservation guidelines.

4. Construction Support

• Provide technical assistance during the construction phases, including:

o Attendance at regular progress meetings with contractors and stakeholders.

o Immediate responses to Requests for Information (RFIs) and technical inquiries.

• Review contractor submittals to ensure adherence to design specifications and quality standards.

• Conduct periodic site inspections, documenting progress and identifying potential risks or deviation from the approved plans.

2. Qualifications

• Firms must have demonstrated experience designing plumbing infrastructure for large-scale venues, including stadiums and historical sites.

• Personnel qualifications must meet the Secretary of the Interior’s Professional Qualification Standards in Architectural History, Historic Architecture, History, and Archeology.

• Proposers must submit proof of qualifications, including resumes of key personnel and evidence of successful completion or similar projects.

3. Proposal Requirements

1. Executive Summary

• Brief overview of the firm and its relevant experience, and summary of the firm’s understanding of the project objectives.

2. Qualifications and Experience

• Detailed description of experience with similar projects, particularly for sport and entertainment venues and historic venues.

• Documentation of personnel qualifications, including certifications and professional licenses.

• List of completed projects, including those that demonstrate expertise in phased implementation for active venues.

3. Approach and Methodology

• Comprehensive outline of the approach to fulfilling the scope of services, including:

o Strategies for phased implementation.

o Risk mitigation measures.

o Stakeholder engagement plans.

• Proposed timeline for pre-design evaluation, design, and construction support, including milestones and deliverables.

4. Proposal

• Itemized fee structure for each phase of the project, with justifications for each cost element.

• Breakdown of expected additional expenses, including travel, permitting fees, and contingency.

5. References

• Contact information for at least three clients with similar projects, including project descriptions and outcomes.

4. City Requirements

There are forms included in the section named Submittal/Checklist of these specifications which a bidder or proposer must complete to establish compliance with a number of City Requirements, including, but not limited to, equal employment opportunity and affidavit of non-collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them may be grounds, in the sole discretion of the city, for rejection of any bidder or proposer.

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 #Bidder's Submittals/Checklist.

4. SAMPLE CONTRACT

A sample of the contract the successful vendor will be required to enter into with the City is attached hereto and by this reference incorporated herein and made part of this solicitation.

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.

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 https://procurement.opengov.com/governments/portal/pasadena/projects/135345/document?section=undefined https://www.cityofpasadena.net/finance/licenses/business-licenses/

Fees and rates negotiated and made part of the contract document are to remain firm for the original performance period. For any renewal year, fees and rates may be adjusted to reflect changes in the Consumer Price Index (Urban Consumers Index for the Los Angeles — Anaheim;

Riverside Area or any successor index issued by the Federal Government) for the six (6) months immediately preceding the renewal year, in comparison to the previous year, but shall not exceed 3% annually.

I. Invoices and Payment

A. Invoices are to be submitted no later than 30 days to RBOC Accounts Payable after services have been rendered.

B. All charges are to be identified by assignment, areas, hours, and reimbursable expenses itemized and listed separately.

C. Payment for the RBOC approved invoice will be paid within 30 days of receipt.

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 RBOC/City;

• The RBOC/City may require whatever evidence is deemed necessary relative to the bidder or proposer financial stability and ability to complete this project;

• The RBOC/ City reserves the right to request further information from the bidder or proposer, either in writing or orally, to establish any stated qualifications;

• The RBOC/City reserves the right to solely judge the bidder or proposer representations, and to solely determine whether the bidder or proposer is qualified to undertake the project pursuant to the criteria set forth herein. The bidder or proposer, by submitting a bid, expressly acknowledges and agrees that the judgment of the RBOC/City as to whether or not the bidder or proposer is qualified to perform the project, shall be final, binding and conclusive;

• The RBOC/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 RBOC/City to award any contract, and the RBOC/City is not liable for any costs incurred by the bidder or proposer in the preparation and submission of a bid.

10. Pasadena Living Wage Ordinance

If this purchase includes a service, and the contract total is at $25,000 or more, it is then subject to the City of Pasadena's Living Wage Ordinance, Pasadena Municipal Code Chapter 4.11. The ordinance requires that contractors providing labor or services to the City under contracts in excess of $25,000 pay no less than the City’s Living Wage to all employees who spend any of their time providing labor or delivering services to the City.

The selected contractor will be required to evidence compliance with the Living Wage Ordinance by submitting payroll records as requested by the City. Each record shall include the full name of each employee performing labor or providing services under the contract; job classification; rate of pay and benefit rate.

Failure to comply with the provisions of the Pasadena Living Wage Ordinance is grounds for termination of the contract and a basis for penalties as stated in Pasadena Municipal Code Chapter 4.11. Questions concerning the Pasadena Living Wage Ordinance should be directed to:

Finance Department Purchasing Division 626-744-6755 - phone 626-744-6757 – fax

Please visit https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ for the current calendar year Pasadena Living Wage rate.

11. 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.

12. 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 RBOC/City.

13. 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.

14. 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

15. Certificate of Insurance

Proof of insurance is not required to be submitted with your bid/proposal, but will be required prior to the RBOC/City's award of the contract. Refer to the Insurance requirements in the "Insurance Requirements" section of this document.

16. 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

17. LIMITATIONS ON LIABILITY

Bidders acknowledge that they shall provide the goods and/or services without monetary limitations on liability. If Bidders take exception to this requirement, Bidders shall expressly state any exceptions, including the proposed limits of liability, (a) in detail; (b) as a separate line item;

and (c) not part of any form documents submitted. Bidders acknowledge that any exceptions may result in a finding of non-responsivness.

18. Recycled Product Procurement Mandates Pertaining to Local Governments [Public Contract Code Sections 22150 - 22154]

This section is only applied when buying paper products.

Beginning January 1, 2022, SB 1383 requires jurisdictions (cities, counties, cities and counties, or special districts that provide solid waste collection services) to purchase recycled-content paper products that are recyclable.

SB 1383 builds upon existing laws that require jurisdictions to purchase products that contain minimum recycled content, and adds additional requirements on product recyclability and recordkeeping.

All vendors providing Paper Products and Printing and Writing Paper shall:

• Provide products that contain no less than 30% minimum recycled content and recyclability (described in further detail in State of California, Public Contract Code Sections 22150-22154, under the sections “Recycled-Content Requirements” and “Recyclability Requirements”.

• Provide a written certification and other verification from product vendors, as applicable, certifying that the products meet the recycled-content and recyclability requirements.

19. 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 $250 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.

https://www.irs.gov/pub/irs-pdf/fw9.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fleginfo.legislature.ca.gov%2Ffaces%2Fcodes_displayText.xhtml%3FlawCode%3DPCC%26division%3D2.%26title%3D%26part%3D3.%26chapter%3D3.5.%26article%3D&data=05%7C01%7Cawatson%40cityofpasadena.net%7C307f17457fcb49d363c108dbba309d38%7C82d9fc002c664402a28fc6bcdc32e491%7C1%7C0%7C638308490511442074%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=kSzPLWUdh6HYJTjfSaMqzITXO6TDf1tcUTo%2BcAV5SJw%3D&reserved=0

20. AVAILABILITY OF FUNDS

The provisions of this Contract relating to payment for products or services shall become effective when funds assigned for the purpose of compensating the Contractor as herein provided are actually available to for disbursement. The RBOC/City shall be the sole judge and authority in determining the availability of funds under this Contract. If any action is taken by the RBOC/City, any state agency, Federal department or any other agency to suspend, decrease, or terminate its fiscal obligations under, or in connection with, this Contract, the RBOC/City may amend, suspend, decrease, or terminate its obligations under, or in connection with, this Contract. In the event of termination, The RBOC/City shall be liable for payment only for products provided or services rendered prior to the effective date of the termination, provided that such products or services were provided or performed in accordance with the provisions of this Contract.

21. Addenda

If any person contemplating submitting a proposal of the items or services listed herein is in doubt as to the true meaning of any part of this RFP, he/she may submit a question through the City's eProcurement Portal Q&A section for an interpretation or correction thereof.

Any interpretation or correction of RBOC/City specifications will be made only by addendum, duly issued by the RBOC/City representative(s) identified in this solicitation, above. Addenda (if any) shall be made available on the City's eProcurement system, and sent to each vendor included on the "Followers" list in the City's eProcurement system. A vendor's failure to address the requirements of any and all addenda may result in the response (proposal or bid, or alike) not being considered. If the RBOC/City determines that a time extension is required for the proposal, the RBOC/City will issue an addendum that will give the new submission date. The vendor is responsible to register on the City's eProcurement Portal and follow the project named Engineering Services for Plumbing Infrastructure in order to be included in the "Followers" list in the City's eProcurement system to insure they receive all documents including addendums which are available as a download.

The RBOC/City reserves the right to change any part of these Instructions to PROPOSERS and Specifications any time prior to Deadline for Submissions. Any changes shall be in the form of addenda and will become a part of the Proposal documents and of the contract.

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

5. General Requirements

1. Standard terms and conditions

Prior to the award of any work hereunder, RBOC/City and contractor shall enter into a written contract in substantially the form attached hereto with such revisions thereto as the RBOC/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 RBOC/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 RBOC/City may require.

4. Documents to be construed together

The Request for Proposals, 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 RBOC/City, and all modifications of said documents, shall be construed together as one document.

5. RFP not contractual

Nothing contained in this Request for Proposals shall create any contractual relationship between the PROPOSER and the RBOC/City. The RBOC/City accepts no financial responsibility for costs incurred by any PROPOSER regarding this RFP.

6. Patent fees; patent, copyright, trade secret and trademark fees

Each PROPOSER shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.

7. Request for Proposal (RFP) quantities:

The quantities contained in the RFP documents are approximate only and are for the sole purpose of comparing proposals. The RBOC/City may, in accordance with the specifications, request additional services as necessary at the RBOC/City's sole discretion, as increased by the unit price noted and payment will be made for the amount of services actually provided as determined by the RBOC/City and accepted at the unit prices noted in the proposal.

8. 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 formto 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/

9. REBATES, KICKBACKS, OR OTHER UNLAWFUL CONSIDERATION

Consultant agrees to comply with and abide by: (i) the terms of the Davis-Bacon Act, codified at 40 U.S.C. § 3141 et seq., as supplemented by regulations at 29 CFR Part 5, and that such terms and regulations are a part of this RFP and incorporated herein by this reference; and (ii) the terms of the Copeland “Anti- Kick Back” Act, codified at 40 U.S.C. § 3145 et seq., as supplemented by 29 CFR 3, and that such terms and regulations are a part of this RFP and incorporated herein by this reference.

10. CONFLICT OF INTEREST STATEMENT ** REVIEW

The proposing Consultant shall disclose any financial, business or other relationship with the RBOC/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 https://www.cityofpasadena.net/city-clerk/wp-content/uploads/sites/21/TPA-Disclosure-Form-Non-Land-Use-contracts-and-all-others.pdf?v=1657730649410 mailto:OfficialRecords-CityClerk@Cityofpasadena.net mailto:OfficialRecords-CityClerk@Cityofpasadena.net https://www.cityofpasadena.net/city-clerk/disclosure-reportsax-payer-protection-act-tpa/ https://www.cityofpasadena.net/city-clerk/disclosure-reportsax-payer-protection-act-tpa/

11. Contract Duration

The initial term of the Contract resulting from this proposal is for one year from the date the RBOC/City executes the contract. The compensation set forth in the Proposal shall remain valid and in effect during the initial term of the contract.

The RBOC Chief Executive Officer shall have the option to extend the Contract for two (2) additional one (1) year terms, subject to the same terms and conditions, and acceptable Price Adjustments per Section 5.14 if any, which shall be memorialized in the form of an amendment to the contract.

12. RELEVANT EXPERIENCE

Complete and submit the attached Relevant Experience Form with your proposal to demonstrate experience with projects/contracts of similar scope and size to that which is to be performed.

Specifically include the following:

• Detailed description of experience with similar projects, particularly for sport and entertainment venues and historic venues.

• List of completed projects, including those that demonstrate expertise in phased implementation for active venues.

• Contact information for at least three (3) clients with similar projects, including project descriptions and outcomes.

13. Compliance with the Levine Act (Government Code Section 84308)

The Levine Act precludes an officer of a local government agency, including an elected official, from participating in the award of a contract if he or she receives any political contributions totaling more than $250 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.

14. PRICE ADJUSTMENTS

At the conclusion of the initial contract term and prior to the commencement of any subsequent contract extension period, the contractor may request unit price increases. Under no circumstances shall the RBOC/City accept price increases, which exceed the rate of the then current Consumer Price Index (C.P.I.) for the latest available preceding 12 month period.

6. Insurance Requirements

1. Insurance Requirements https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Professional- Services.pdf?v=1623280176766 https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Professional-Services.pdf?v=1623280176766 https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Professional-Services.pdf?v=1623280176766

7. Sample Price Proposal

Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. The cost proposal shall describe both the total and the detailed price for which the consultant will commit to complete the total scope of work and end products. The table(s) below is intended to be a sample. Proposers may add necessary line items provided they are in compliance with instructions in this RFP for "Cost Proposals." The cost proposal detail shall describe costs for each professional’s time, for the completion of each proposed task, and for materials and supplies.

INSTRUCTIONS:

Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. Using the attached Price Proposal in this RFP, provide Proposer’s lump-sum price and/or unit price for performing all services and work called for in the SCOPE OF WORK. The Proposer’s price shall include, without limitation:

A. all designs, equipment, materials, labor, insurance and bond premiums, home office, jobsite, and other overhead, profit and services relating to the Proposer’s performance of its obligations under the Contract (including all work, equipment, materials, labor, and services provided by subcontractors and intellectual property rights necessary to perform the work);

B. performance of each and every portion of the work

C. all costs of obtaining Government approvals other than Government approvals that are the responsibility of the City of Pasadena;

D. all costs of compliance with Government rules, except to the extent such compliance is the responsibility of the City of Pasadena;

E. all taxes, duties, permits, and other fees or royalties incident to the performance of the

SCOPE OF WORK;

F. payment of all salaries, wages, benefits, and expenses of the Proposer’s employees;

G. compensation for all risks, liabilities, and contingencies assigned to the Proposer; and

H. all other costs needed or incurred to complete the Project.

HOURLY RATES

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Principal Engineer or Project Manager 1,000 Hourly

2 Senior Engineer or Discipline Lead 1,000 Hourly

3 Civil/Mechanical Engineer 1,000 Hourly

4 Other 1,500 Hourly

TOTAL

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Pre-design Evaluation 1 Lump Sum

2 Design Services 1 Lump Sum

3 Documentation and Permitting 1 Lump Sum

4 Construction Support 1 Lump Sum

TOTAL

8. Review and Award Recommendation Process

1. Review and Award

A screening committee will determine which proposals are responsive to RBOC/City requirements and needs. The technical portions of responsive proposals will be evaluated by a selection panel consisting of personnel from the RBOC/City. The selection may be based solely on the written proposals submitted.

PROPOSERS may be invited to a meeting to provide additional clarification of the content of their proposal. The RBOC/City reserves the right to invite all of the PROPOSERS for an oral clarification OR only the top three (3) ranked firms based on the initial written proposal review. The meeting will not alter the selection criteria but will be used to clarify content of the proposal. The final scoring and ranking will be made after the meetings. Proposals shall consist of the sections named in the “Contents of Proposal” outlined below.

The weighted scoring in the Evaluation Criteria prioritizes the factors most important for this solicitation. A winner will be chosen based on the Total Average points of all evaluators across all scoring factors.

Once an agreement is reached with a Proposer, staff will recommend award of a contract. The RBOC/City reserves the right to select the firm which, in its sole judgment, best meets the needs of the RBOC/City.

For City Departments: Any contract resulting from this RFP, if more than $75,000, shall not be effective until approved by the City Manager. Any contract resulting from this RFP, if more than $250,000 shall not be effective until approved by the City Council.

For Operating Companies (such as the Rose Bowl): Any contract resulting from this RFP, if $250,000 or less, shall not be effective until approved by the top executive official of the Operating Company. Any contract resulting from this RFP, if more than $250,000, shall not be effective until approved by the Board of the Operating Company (including the Pasadena Rental Housing Board, Rose Bowl Operating Company, Pasadena Center Operating Company, or Pasadena Media).

2. Separate Review of Technical, and Price Proposals

The Technical Proposal and the Price Proposal will be evaluated separately. First will be all non-price qualifications including but not limited approach, experience, all Required Forms, litigation history, responsiveness, and all elements related to the non-price evaluation factors in the Evaluation Criteria (#Evaluation Criteria). The RBOC/City may utilize separate evaluation committees to review the Technical and Price elements.

https://procurement.opengov.com/portal/pasadena/projects/135345/document?section=undefined https://procurement.opengov.com/portal/pasadena/projects/135345/document?section=undefined

9. Public Contract Claims Procedure

PUBLIC CONTRACT CODE SECTION 9204 PUBLIC WORKS CLAIMS PROCEDURE

AB 626, approved by the Governor on September 29, 2016, created a new Public Contract Code Section 9204, which specifies new procedural requirements for claims submitted by a contractor on any public works project. These new requirements contain burdens for both private contractors and public entities and are specifically made applicable to charter cities.

For this legislation, a “public works project” is defined as “the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind.” This definition is not as broad as in the Prevailing Wage Law.

A “claim” is defined as “a separate demand by a contractor sent by registered mail or certified mail with return receipt requested…” and is limited to three types of contract disputes:

1. “A time extension…for relief from damages or penalties for delay assessed by a public entity….”

2. “Payment by the public entity of money or damages arising from work done by, or on behalf of, the contractor pursuant to the contract for a public works project and payment for which is not otherwise expressly provided or to which the claimant is not otherwise entitled”, and/or

3. “Payment of an amount that is disputed by the public entity.”

Upon receipt of a claim, a public entity must "conduct a reasonable review" and provide a written statement to the contractor within 45 days of receipt of the claim. Failure of a public entity to respond to a claim within the time periods described in Section 9204 "shall result in the claim being deemed rejected in its entirety."

For any undisputed portion of a claim, a public entity must make payment within 60 days of the public entity's issuance of the written statement.

If the contractor disputes the public entity's written statement, or if the…