Project Title - FY27 CDBG Street Resurfacing and ADA Improvement Project Release Date: Tuesday, June 30, 2026 Project ID: 2026-IFB-CIV-0288

PROJECT SPECIFICATIONS

FOR

FY27 CDBG STREET RESURFACING AND ADA

IMPROVEMENT PROJECT

IN THE CITY OF PASADENA, CALIFORNIA

DEPARTMENT OF PUBLIC WORKS

Engineer Tiffiny Chen

(626) 744-6771

Project ID: 2026-IFB-CIV-0288

Project ID: 2026-IFB-CIV-0288

1. Cover Page

PROJECT SPECIFICATIONS

FOR

FY27 CDBG Street Resurfacing and ADA Improvement Project

IN THE CITY OF PASADENA, CALIFORNIA

Project Manager:

Tiffiny Chen

(626) 744-6771

BRENT MAUE, P.E.

City Engineer

Bids will be received via the City's eProcurement Portal prior to 2:00 pm on Tuesday, July 21, 2026 and will be opened online at that time. A bid received after the time set for the bid opening shall not be considered. Bidders are required to submit (upload) all items listed in the #Bidder's Submittals/Checklist including acknowledgement of all addendums via the City's eProcurement Portal.

https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/263685?section=undefined https://procurement.opengov.com/portal/pasadena

Project ID: 2026-IFB-CIV-0288

2. Introduction

1. Summary

The City of Pasadena, California is soliciting bids for our FY27 CDBG Street Resurfacing and ADA Improvement Project. This project consists of resurfacing Fair Oaks Avenue from Washington Blvd to Mountain Street and Los Robles Avenue from Washington Blvd to Orange Grove Blvd. Additionally, the streets being resurfaced may receive the following improvements: removal and reconstruction of damaged concrete curb, gutter, sidewalk, curb ramps, driveway aprons, and cross gutters; adjustment of existing utility manholes; replacement of traffic signal loop detectors; installation of raised pavement markers, and miscellaneous appurtenant work.

This project is partially funded with federal funds from the Community Development Block Grant (CDBG) Program.

2. Background

The City of Pasadena maintains an extensive roadway network consisting of approximately 360 centerline miles. Preserving this infrastructure is essential to ensure safe, efficient, and reliable transportation for residents, businesses, and visitors.

Pavement maintenance activities are designed to extend the life of existing streets, improve ride quality, and reduce long-term repair costs. These efforts include routine inspections, preventive treatments, and rehabilitation strategies that address surface deterioration and structural integrity, ensuring the roadway system remains in optimal condition.

3. Contact Information

Tiffiny Chen Engineer Email: tchen@cityofpasadena.net Phone: (626) 744-6771 Department:

Public Works Department, Engineering

4. Timeline

Release Project Date June 30, 2026

Question Submission Deadline July 14, 2026, 2:00pm

Bid Submission Deadline July 21, 2026, 2:00pm mailto:tchen@cityofpasadena.net tel:(626)744-6771

Project ID: 2026-IFB-CIV-0288

3. Notice Inviting Bids

For

FY27 CDBG Street Resurfacing and ADA Improvement Project

1. SUBMITTING BIDS

Bids will be received electronically via the City's eProcurement Portal prior to 2:00 pm on Tuesday, July 21, 2026 and will be opened at that time and date. A bid received after the time set for the bid opening shall not be considered. Bidders are required to submit their proposal/bid via the City's eProcurement Portal. Bids will be electronically unseal and made available online (https://procurement.opengov.com/portal/pasadena) for this solicitation named "FY27 CDBG Street Resurfacing and ADA Improvement Project" Project ID: 2026-IFB-CIV-0288.

Plans and Specifications are available at:

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

• https://procurement.opengov.com/portal/pasadena/projects/263685

2. QUESTIONS AND ANSWERS

Questions must be submitted via the City's eProcurement Portal. Any questions submitted after 2:00 pm on Tuesday, July 14, 2026 will not be answered. During the bidding period, the City may find it necessary to issue addendum(a) to bid Specifications after those bid Specifications have been released. Only those parties that have registered with the City as a follower of a particular project will receive the addendum(a) for that project. The City is not responsible for notifications to those parties who do not directly register as a plan holder on the City’s database. It is the responsibility of all perspective Bidders to register on the City’s eProcurement Portal to ensure receipt of any addendum(a) prior to bid submittals. The City reserves the right to reject as nonresponsive any bid that fails to include the information required by any addendum(a) posted on the City’s website. The Bidder is required to acknowledge all addenda received in Bidder’s Proposal.

3. Pre Bid Meeting

See the Timeline in the "Introduction" (Introduction). If there is a Mandatory pre-bid meeting, bidders are required to attend at the time, date, and location included in the Timeline of this solicitation. If there is a Non-Mandatory pre-bid meeting, bidders are not required to attend.

There is no pre-bid meeting for this project.

https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/263685 https://procurement.opengov.com/portal/pasadena/projects/263685/document?section=undefined

Project ID: 2026-IFB-CIV-0288

Release Project Date: June 30, 2026

Question Submission Deadline: July 14, 2026, 2:00pm

Bid Submission Deadline: July 21, 2026, 2:00pm

4. CALIFORNIA PUBLIC CONTRACT CODE, § 3300

In accordance with the provisions of California Public Contract Code, § 3300, each Bidder must hold an active A at the time of bid submission, except as to joint venture Bidders, who shall be licensed as provided in California Business and Professions Code, §§ 7029.1 and 7028.15(c).

Pursuant to the provisions of §§ 1770 to 1782 of the California Labor Code, the California Department of Industrial Relations has determined the general prevailing rate of wages in the county in which the work is to be done. A copy of the general prevailing rate of wages is on file with the City Engineer and is available for inspection and reference during regular business hours.

5. § 4104 OF THE CALIFORNIA PUBLIC CONTRACT CODE

A Contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of § 4104 of the California Public Contract Code, or engage in the performance of this public works project unless currently registered and qualified to perform public work pursuant to California Labor Code, § 1725.5. It is not a violation of California Labor Code, § 1771.1 for an unregistered Contractor to submit a bid that is authorized by § 7029.1 of the California Business and Professions Code or by §§ 10164 or 20103.5 of the California Public Contract Code, provided the Contractor is registered to perform public work pursuant to § 1725.5 at the time the contract is awarded.

6. DEPARTMENT OF INDUSTRIAL RELATION (DIR) COMPLIANCE

The Contractor must post job site notices prescribed by regulation in accordance with California Labor Code, § 1771.4.

This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

Contractors and subcontractors must furnish electronic certified payroll records directly to the California Labor Commissioner’s Office utilizing the Department of Industrial Relation’s electronic certified payroll reporting system.

7. ELECTRONIC BID BOND

Electronic Bid bond is required. Bidders must provide all required information for the City to verify the bond with their bid. The bond must meet the following requirements and characteristics: Bid security in the amount of five-percent (5%) of the total bid price in the form of a redeemable or callable electronic surety bond, meeting City requirements, must accompany all bids.

Bid Bond Instruction:

Project ID: 2026-IFB-CIV-0288

Bidders must provide all required information for the City to verify the bond with their bid. The bond must meet the following requirements and characteristics: Bid security in the amount of five percent (5%) of the total bid price in the form of a redeemable or callable electronic surety bond, meeting City requirements, must accompany all bids. If the Bidder to whom the contract is awarded shall for fifteen (15) calendar days after such award fail or neglect to enter into the contract with the required insurance documentation, submit the Construction & Demolition Waste Management Plan, and file the required bonds, the City may deposit in its treasury said bid security and, under no circumstances, shall it be returned to the defaulting Bidder. Failure to return signed contract with all the attachments stated above may result in having the project awarded to the next lowest bidder.

Here is what bidders must provide to their bonding agent when trying to setup a bid bond for the City of Pasadena: The Project ID of the solicitation on which you are bidding. Your Contractor Vendor ID which is your Federal Tax ID or it’s equivalent.

Both fields are required for validation. If you are having trouble finding these ID’s, please contact Surety2000 at 1-800-660-3263 or email help@surety2000.com

8. REFER TO PROJECT DOCUMENTS

Refer to the project plans, specifications, attachments, and references for complete details and bid requirements. The Project Documents and this notice shall be considered a part of any contract made pursuant thereto.

Matthew E. Hawkesworth Interim City Manager mailto:help@surety2000.com

Project ID: 2026-IFB-CIV-0288

4. Insurance Requirements

1. Insurance Requirements

Construction-Contracts-Horizontal-Projects.pdf https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Construction- Contracts-Horizontal-Projects.pdf?v=1763513596265 https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Construction-Contracts-Horizontal-Projects.pdf?v=1763513596265 https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Construction-Contracts-Horizontal-Projects.pdf?v=1763513596265 https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Construction-Contracts-Horizontal-Projects.pdf?v=1763513596265

Project ID: 2026-IFB-CIV-0288

5. Instructions to Bidders

1. GENERAL INSTRUCTIONS

General Bid Requirements - To be considered, a Bidder must follow the format for bids in the Specifications. Any bid may be withdrawn before bid opening, but not for ninety (90) days after opening. Bids must be binding and firm.

Bids shall be received electronically only through the City’s eProcurement Portal. Hard copy bids will NOT be accepted. A bid received after the time set shall not be considered. Bidders are required to submit all items listed in the BIDDER’S CHECKLIST including acknowledgement of all addendums.

2. REGISTRATION AND QUALIFICATIONS OF CONTRACTORS

Before submitting bids, Contractors must be licensed in accordance with California Business and Professions Code, § 7000 et seq. The successful Bidder shall possess a California State Contractor's License, Class A at the time a contract for this work is awarded, and each Contractor shall insert his license number on the Bidder's Proposal.

Regardless of tier and dollar value of the Work, all Specialty Contractor (Classification “C”) licensee must be listed on the Subcontractor Listing form submitted with the Bid.

In submitting this bid, the Bidder warrants that it has work experience comparable to that which is to be performed. Prior to award of a contract, the City may request of any Bidder, a statement setting forth their work experience of a nature comparable with that which is to be performed. Such statement shall describe the work performed over the period of three (3) years preceding the date of said statement, and shall give the owner, location, and contract price, together with the dates of beginning and completion of such work. This statement of experience shall be submitted with the bid.

Failure to submit an adequate statement can result in rejection of the bid as nonresponsive. Refer to the "RELEVANT EXPERIENCE" section for additional information.

3. SUBCONTRACTS

Project ID: 2026-IFB-CIV-0288

In addition to the information to be listed by the Bidder with the bid, and pursuant to Section 3-3, entitled Subcontractors, of the Standard Specifications for Public Works Construction (“GREENBOOK”), the Bidder shall provide for each subcontractor listed, a brief description of the work to be subcontracted (see form Subcontractor Listing in Attachments). After bids have been received, no substitution of subcontractors in place of those listed in the bid, or the addition of subcontractors for work in excess of one-half of one-percent (0.05%) of the total bid price, will be permitted without the written consent of the City Engineer. The sole grounds for said consent shall be the exceptions listed in Chapter 4 of the California Public Contract Code.

Pursuant to California Labor Code, § 1021.5, the Contractor must not willingly and knowingly enter into any agreement with any person as an independent Contractor, to provide any services in connection with the work, where the services provided or to be provided requires that such person hold a valid contractor’s license issued pursuant to California Business and Professions Code, § 7000 et seq., and such person does not meet the burden of proof of his/her independent Contractor status pursuant to California Labor Code, § 2750.5. In the event that the Contractor shall employ any person in violation of the foregoing, the Contractor shall be subject to the civil penalties under California Labor Code, § 1021.5 and any other penalty provided by law. In addition to the penalties provided under California Labor Code, § 1021.5, the Contractor’s violation of this Paragraph or the provisions of California Labor Code, §

1021.5 shall be deemed an event of the Contractor’s default. The Contractor must require any subcontractor, of any tier, performing or providing any portion of the work to adhere to and comply with the foregoing provisions:

Pursuant to the provisions of California Labor Code, § 1777.1, the Labor Commissioner’s Office of the California Department of Industrial Relations (DIR) publishes and distributes a list of contractors who are ineligible to perform work as a subcontractor on a public works project. This list of debarred contractors is available from the DIR website at:

http://www.dir.ca.gov/dlse/debar.html

The Contractor must not employ, hire, use, or subcontract with any of the listed debarred contractors.

4. BIDDER MUST MAKE THOROUGH INVESTIGATION

It is the Bidder's responsibility to thoroughly examine: the location of the proposed work, the Plans and Specifications, and the Scope of Work to be performed to fully acquaint the Contractor with the project conditions. Bidders shall have no claim against the City based upon unawareness of the requirements of the project, misunderstanding of site conditions, or misinterpretation of the Plans, Specifications, or contract provisions.

5. ACCEPTANCE OF CONDITIONS

Project ID: 2026-IFB-CIV-0288

By submitting a bid, each Bidder expressly agrees to and accepts the following conditions:

1. All parts of the Instructions to Bidders and Specifications will become part of the contract between the selected Bidder and the City;

2. The City may require whatever evidence is deemed necessary relative to the Bidder's financial stability and ability to complete this project;

3. The City reserves the right to request further information from the Bidder, either in writing or orally, to establish any stated qualifications; and

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

6. CITY'S RESERVATION OF RIGHTS

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 in the preparation and submission of a bid. Furthermore,

1. 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;

2. False, incomplete, or unresponsive statements in connection with the bid may be sufficient cause for rejection of a Bidder; and

3. Any bid may be withdrawn before bid opening, but not for ninety (90) days after bid opening.

7. ADDENDA

The City reserves the right to change any part of these Instructions to Bidders and Specifications any time prior to the bid opening. Any changes shall be in the form of addenda and will become a part of the bid documents and of the contract. Addenda shall be made available to each Bidder. A Bidder's failure to address the requirements of the addenda may result in the bid not being considered. If the City determines that a time extension is required for the submission of the bid, the addenda will give the new bid opening date.

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.

Project ID: 2026-IFB-CIV-0288

Any interpretation or correction of City specifications will be made only by addendum, duly issued by the City representative(s) identified in this solicitation, above. Addenda (if any) shall be made available on the City's eProcurement system, and sent to each vendor included on the "Followers" list in the City's eProcurement system. A vendor's failure to address the requirements of any and all addenda may result in the response (proposal or bid, or alike) not being considered. If the City determines that a time extension is required for the proposal, the City will issue an addendum that will give the new submission date. The vendor is responsible to register on the City's eProcurement Portal and follow the project named FY27 CDBG Street Resurfacing and ADA Improvement Project 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 Bidder is responsible to register at: https://procurement.opengov.com/portal/pasadena to ensure they receive all bid documents, including addenda, which are available as a download. The Bidder is required to acknowledge all addenda received in Bidder’s Proposal.

8. BID PROPOSAL QUANTITIES

The quantities contained in the bid documents are approximate only, and are for the sole purpose of comparing bids. The City may, in accordance with the “GREENBOOK”, order more or less work or material as necessary, at the City's sole discretion. Payment will be made for the amount of work or material actually provided as determined by the City and accepted at the unit or lump sum price stated in the Bidder’s Proposal, where applicable, in accordance with the Specifications.

9. ERRORS AND OMISSIONS

Each bidder shall carefully examine all Contract Documents, including the plans, specifications, and all addenda, and shall satisfy itself as to the conditions to be encountered and the character, quality, and quantities of work to be performed. The submission of a bid shall be conclusive evidence that the bidder has made such examination and is satisfied with the conditions affecting the Work.

Bid prices shall include the cost of all items of work reasonably inferable from the Contract Documents. No allowance will be made, and no increase in compensation will be granted, for any errors or omissions in the bid.

Bidders shall not take advantage of any ambiguity, discrepancy, or omission in the Contract Documents. Any such ambiguity, discrepancy, or omission shall be promptly reported to the City in writing prior to bid submission for clarification. Failure to do so shall not relieve the bidder of responsibility for properly estimating the cost of performing the Work.

10. AWARD OF BID AND DETERMINATION OF RESPONSIVENESS

Project ID: 2026-IFB-CIV-0288

The contract shall be awarded to the lowest and best Bidder, who is responsive and responsible.

In determining whether a Bidder is lowest and best bid, the following shall be considered:

1. The quality of the material offered;

2. The ability, capacity, and skill of the Bidder to perform the contract or provide the material or services;

3. Whether the Bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;

4. The sufficiency of the Bidder’s financial resources and the effect thereof on their ability to perform the contract or provide the material or services;

5. The character, integrity, reputation, judgment, experience, and efficiency of the Bidder;

6. The quality and timeliness of the Bidder’s performance on previous purchase orders or contracts for the City;

7. Litigation by the Bidder on previous purchase orders or contracts with the City;

and

8. The ability of the Bidder to provide future maintenance and service where such maintenance and service is essential.

11. NOTICE REGARDING DISCLOSURE OF CONTENTS OF DOCUMENT

All bids accepted by the City shall become the exclusive property of the City. Upon opening, all bids 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 bid which are identified by the Bidder as business or trade secrets and are plainly marked as “trade secret”, “confidential”, or “proprietary”. Each element of a bid which a Bidder 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 under the California Public Records Act or otherwise by law (despite the Bidder's request for confidentiality), the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

12. INELIGIBILITY TO CONTRACT

Pursuant to Part 7 of the California Labor Code, entitled Public Works and Public Agencies, any Contractor that has been found by the California State Labor Commissioner’s Office of the DIR to be in violation of California Labor Code, §§ 1771.1 and 1777.5, shall be ineligible to bid on, or be awarded, a contract for this project. The period of debarment shall be not less than one year and up to three (3) years as determined pursuant to California Labor Code, § 1777.1. In submitting its bid, the Bidder certifies that it is aware of these provisions and is eligible to bid on this contract.

Project ID: 2026-IFB-CIV-0288

The successful Bidder shall also be prohibited from performing work on this project with a subcontractor who is ineligible to perform work on a public works project pursuant to California Labor Code, §§ 1771.1 or 1777.1. In submitting its bid, the Bidder certifies that it has investigated the eligibility of each and every subcontractor it intends to use on this project and has determined that no subcontractor listed is ineligible to perform work pursuant to the above provisions of law.

13. TAXES, FEES, AND ROYALTIES

Bid prices shall include all costs necessary to complete the Work, including but not limited to all applicable federal, state, and local taxes, duties, permits, fees, royalties, and charges for any patented article, process, or intellectual property furnished or used in the performance of the Work. No additional compensation will be allowed for such costs. The Contractor shall pay all such costs and shall defend, indemnify, and hold harmless the City, its officers, agents, and employees from and against any and all claims, damages, losses, liabilities, and expenses, including attorney’s fees, arising out of or related to any alleged or actual infringement of any patent, trademark, or copyright in connection with the performance of the Work.

14. BID PROTEST PROCEDURES

Prior to award, any Bidder who has submitted a bid may file a protest with the Department of Public Works against the awarding of the contract on the grounds that he or she is the lowest responsible Bidder meeting the Specifications. When a contract is not to be awarded to the lowest Bidder, the Bidder must be notified at least twenty-four (24) hours prior to awarding the contract. The right to protest a proposed award is afforded to any Bidder or proposer who claims it should have been awarded the agreement because it was the lowest responsible and responsive Bidder, or the highest-scored proposer meeting the Specifications.

Please refer to the Protest Procedures section of:

https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ for detailed instructions on how to file a protest.

15. CONSTRUCTION AND DEMOLITION WASTE MANAGEMENT PLAN

In addition to complying with all applicable federal, state, and local laws and regulations, the Contractor shall take note of the specific requirements of Chapter 8.62 of the PMC, Waste Management Plan for Certain Construction and Demolition Projects. The Contractor shall comply with all provisions of the Chapter, as a material part of the work under this contract in order to divert a minimum of seventy-five percent (75%) of the construction and demolition debris resulting from the work.

https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/

Project ID: 2026-IFB-CIV-0288

The City utilizes the Green Halo System for tracking the construction and demolition waste management process. Upon requesting a construction or demolition permit, the Contractor will be directed to the Green Halo website to continue the Waste Management Application process. Once your permit application is submitted, you will receive separate email notifications directly from Green Halo to activate your account.

A case will be created to monitor the construction and demolition recycling activities of your project.

The Contractor shall not commence work until the Green Halo application is complete and payment has been made for the Performance Security Deposit equal to three-percent (3%) of the project value, not to exceed thirty-thousand dollars ($30,000).

The cost to comply with the City’s Construction and Demolition Waste Management Plan shall be included in the unit or lump sum prices for the applicable items of work listed in the Bidder’s Proposal and no additional compensation will be allowed.

Failure to comply with any of the provisions of Chapter 8.62 of the PMC may result in forfeiture of the Performance Security Deposit.

16. PREVAILING WAGE RATE PROJECT

The prevailing wage rate provisions of Section 1770-1777 of the Labor Code shall apply to this Project. However, if there is a difference between the Pasadena Living Wage, Pasadena Minimum Wage, and Prevailing Wage rates for similar classifications of labor, the contractor and his subcontractors shall pay no less than the highest wage rate.

Refer to City Requirements of this NIB for additional information regarding Pasadena Living Wage and Pasadena Minimum Wage.

In responding to this request, all professional firms or contractors agree to comply with prevailing wage requirements, the Department of Industrial Relations, as further described below:

Contractor is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 1600, et seq., (“Prevailing Wage Laws”), which require the payment of prevailing wage rates, that Contractor and all subcontractors must be registered and pay the registration fee with the Department of Industrial Relations (DIR), Contractor shall be subject to compliance monitoring and enforcement by the DIR, and the performance of other requirements on “Public Works” and “Maintenance” projects. If the services are being performed as part of an applicable “Public Works” or “Maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Contractor agrees to fully comply with such Prevailing Wage Laws.

Prevailing wage rates are available on the Department of Industrial Relations website:

http://www.dir.ca.gov/dlsr/DPreWageDetermination.htm

17. RELEVANT EXPERIENCE

http://www.dir.ca.gov/dlsr/DPreWageDetermination.htm

Project ID: 2026-IFB-CIV-0288

Provide experience with governmental agencies for two projects/contracts of similar scope and size. Such statement shall describe the work performed over the period of three (3) years preceding the date of said statement.

Bidders shall provide complete and detailed information in the Relevant Experience Form sufficient to clearly demonstrate successful completion of projects of similar size, scope, and complexity to the work specified. Project descriptions must, at a minimum, identify the key elements of work performed, major project components, and the Bidder’s specific role and responsibilities. Failure to provide adequate detail to substantiate comparable experience shall be grounds for deeming the bid non-responsive. The City will make the sole determination as to whether the information provided satisfies the experience requirements

18. REQUIRED FORMS

REQUIRED FORMS-FAILURE TO COMPLETE THEM MAY BE GROUNDS, AT THE

SOLE DISCRETION OF THE CITY, FOR REJECTION OF ANY BIDDER.

No contract shall be awarded until the Bidder has submitted a Declaration of Noncollusion acceptable to the City. Each Bidder must execute a Declaration of Noncollusion and submit it to the City with their bid.

Each Bidder must also submit a completed form AA-1 and AA-2. Forms AA-1 and AA-2 are required to be submitted prior to contract award for projects involving labor or services in excess of twenty-five thousand dollars ($25,000). Form AA-3 is optional.

Questions regarding the City’s Competitive Bidding and Purchasing provisions, Chapter 4.08 of the PMC, and Equal Employment Opportunity policy should be directed to the Department of Finance, Purchasing Division at 626-744-6755.

19. CONSTRUCTION MORATORIUM - PUBLIC RIGHT OF WAY

Attention is directed to Chapter 12.24 of the PMC, Excavations, and the Board of Directors (City Council) Policy Statement in Motion 25405 dated September 5, 1967. In general, all streets shall be free and clear of excavations and other construction during the period of November 15th through January 3rd for business districts, and December 15th through January 3rd for other areas. Accordingly, the Contractor will be required to shut down construction operations which would impede traffic movement during this period unless otherwise directed by the Engineer in emergency situations. Any existing excavations shall be backfilled, compacted, and temporarily repaved before the shutdown date. Proposers should reflect any costs of such shutdown in the various items of the Proposal, and no additional payment will be allowed therefor. No time will be charged against the contract time for operations which are shut down in accordance with this section.

A "Holiday Moratorium Map" showing the appropriate shutdown period for all locations in the City is available at: https://www.cityofpasadena.net/public-works/engineering-and-construction/public-works-permitting/ https://www.cityofpasadena.net/public-works/engineering-and-construction/public-works-permitting/ https://www.cityofpasadena.net/public-works/engineering-and-construction/public-works-permitting/

Project ID: 2026-IFB-CIV-0288

20. TRADE NAMES AND/OR EQUAL SUBSITUTION OF EQUIVALENT

MATERIALS

A. The materials, products and equipment described in the Bidding Documents establish a standard of required function, dimension, appearance and quality to be met by any proposed substitution. Whenever any particular material, process or equipment is indicated in the Contract Documents by patent, proprietary or brand name, or by name of manufacturer, such wording is used for the purpose of facilitating its description and shall be deemed to be followed by the words “or equal” unless the Invitation to Bid sets forth a finding in accordance with Public Contract Code Section 3400 that substitutions are not permitted for such particular material, product, thing or service.

B. Bidders wishing to obtain authorization for an "Or Equal Substitution" of an equivalent material, product or equipment, shall submit all requests for "Or Equal Substitution" using the Substitution/Value Engineering Request Form, together with data substantiating Bidder’s representation that the non-specified item is of equal quality to the item specified at least ten (10) calendar days prior to the Bid Submission Deadline date unless modified by Addendum.

C. Authorization of an "Or Equal Substitution" of equivalent materials is solely within the discretion of the Owner and, if given, shall be made by Addendum issued through the Owner. Bids shall not be based on any "Or Equal Substitution" request that has not been authorized in writing by Owner. In the absence of a written Addendum authorizing the "Or Equal Substitution" request, the request shall be deemed denied. If an "Or Equal Substitution" request is not authorized by the Owner prior to the Bid Deadline, the Contractor receiving award of the Contract shall furnish and install the specified item.

D. Bidders shall refer to the appropriate provisions in the Project Documents for additional information regarding substitutions. In the absence of a written Addendum approving the request, a request for substitution shall be deemed denied.

21. EXECUTION OF AGREEMENT

A sample Agreement is included in the solicitation for review by prospective bidders.

The successful bidder shall be required to execute the Agreement, and submit all required bonds, insurance documents, endorsements, and other required forms and certifications, within the time specified in the Notice of Award. By submitting a bid, the bidder acknowledges that it has reviewed and agrees to be bound by the terms and conditions of the Agreement and all Contract Documents.

22. BIDDER'S GUARANTEE/BID SECURITY

Electronic bid bond is required.

Each bid shall be accompanied by bid security in an amount equal to five percent (5%) of the total bid price in the form of a redeemable or callable electronic surety bond acceptable to the City. Bidders shall provide all information necessary for the City to verify the electronic bond at the time of bid submission.

Project ID: 2026-IFB-CIV-0288

Within fifteen (15) calendar days following issuance of the Notice of Award, the successful bidder shall execute the Agreement and submit all required bonds, insurance documents, endorsements, certifications, and other required Contract documents, including the Construction and Demolition Waste Management Plan.

Failure or neglect to do so may result in forfeiture of the bid security to the City, and the City may retain the proceeds thereof as liquidated damages. Under no circumstances, shall it be returned to the defaulting Bidder.

23. CONFLICT OF INTEREST STATEMENT

A Bidder shall either: (1) disclose all conflicts of interest and propose a plan to mitigate the conflicts to successfully perform work for the City; or (2) certify that the Bidder is unaware of any facts or circumstances which would give rise to a conflict of interest in performing work under this solicitation. A disclosure will not automatically disqualify the Bidder from being awarded a contract.

Failure to disclose - If, in the City’s sole discretion, a conflict is discovered after award or execution of a contract, the City may cancel the contract. In the event the Bidder was aware of a conflict of interest prior to the award of the contract and did not disclose the conflict to the City, the City, in its sole discretion, may terminate the contract for default whether the conflict can be mitigated or not.

Bidders must complete and submit the following Form: Conflict of Interest Statement

24. PUBLIC CONTRACT CODE DISCLOSURES

Bidders shall complete, execute, and submit the Public Contract Code Disclosure form included in the solicitation with their bid. The disclosures include certifications and questionnaires required pursuant to California Public Contract Code sections 10162, 10232, and 10285.1 regarding bidder eligibility, prior disqualifications, labor compliance, and public contracting violations. Failure to properly complete and submit the required disclosures with the bid may render the bid non-responsive.

Project ID: 2026-IFB-CIV-0288

6. Instructions to Bidders: PART I Special Conditions

SPECIAL CONDITIONS - PAYMENT OF PREVAILING WAGES

AND EMPLOYMENT OF APPRENTICES

1. Determination of Prevailing Wage Rates

The City has obtained from the Department of Industrial Relations (DIR) pursuant to the California Labor Code, determinations of the generally prevailing rates of per diem wages and the prevailing rate for holiday and overtime work in the locality in which the work is to be performed. Copies of these determinations, entitled PREVAILING WAGE SCALE, are maintained at the City’s offices, are available during the City’s normal business hours, and are also available on the internet at: Director's General Prevailing Wage Determinations.

If there is a difference in the Pasadena Living Wage rate and the California prevailing wage rate for similar classifications of labor, the Contractor and subcontractors shall pay not less than the highest wage rate. The wage rate for any classification not listed, but which may be required to execute the work, shall be commensurate and in agreement with specified rates for similar or comparable classifications for those performing similar or comparable duties. Holidays shall be as defined in the collective bargaining agreement applicable to each particular craft, classification, or type of worker employed under the contract. Per diem wages include employer payments for health and welfare, pensions, vacation, travel time and subsistence pay, apprenticeship, or other training programs authorized by the California Labor Code, § 3093, and similar purposes when the term “per diem wages” is used herein. Holiday and overtime work, when permitted by law, must be paid for at the rate of at least one and one-half (1.5) times the above specified rate of per diem wages, unless otherwise specified. In accordance with California Labor Code, § 1773.2, the Contractor must post a schedule showing all applicable prevailing wage rates at appropriate and conspicuous locations on the job site where they can easily be seen by workers.

2. Payment of Prevailing Wage Rates

1. Requirements - This project is subject to the provisions of California Labor Code, § 1720 et seq. and the requirements of Title 8 of California Code of Regulations, § 16000 et seq., which govern the payment of prevailing wage rates on public works projects. The Contractor and subcontractors, of any tier, shall be governed by and required to comply with these statutes and regulations in connection with the project. Pursuant to California Labor Code, § 1771, the Contractor and all subcontractors, of any tier, must pay not less than the prevailing wage rates to all workers employed in execution of the contract.

Contractor and subcontractors must comply with applicable statutes and regulations, including, but not limited to California Labor Code, §§ 1771, 1775, 1777.5, 1813, and 1815.

https://www.dir.ca.gov/oprl/DPreWageDetermination.htm https://www.dir.ca.gov/oprl/DPreWageDetermination.htm

Project ID: 2026-IFB-CIV-0288

2. Payments to Employees - Contractor and all subcontractors, of any tier, must pay each worker on the project, unconditionally and not less often than once each week, the full amounts that are due and payable for the period covered by the particular payday in accordance with the prevailing wage scale determination, regardless of any contractual relationship which may be alleged to exist between the Contractor, subcontractor, and such laborers. Thus, an employer must establish a fixed workweek and an established payday. On each payday, each worker must receive all sums due at the end of the preceding workweek and must be provided with an itemized wage statement.

3. - The City shall require that any class of laborers or mechanics, including apprentices and trainees, which are not listed in the General Wage Determinations and which are to be employed under this contract, shall be classified conformably to such wage determinations. In the event that the City does not concur with the Contractor’s proposed classification or reclassification of a particular class of laborers and mechanics (including apprentices and trainees) to be used, the question, accompanied by the recommendation of the City's Project Representative, shall be referred to the California State Director of the DIR for determination.

4. Fringe Benefit Cash Equivalent - The City shall require, whenever the minimum wage rate prescribed for a class of laborers or mechanics includes a fringe benefit which is not expressed as an hourly wage and the Contractor is obligated to pay a cash equivalent of such a fringe benefit, an hourly cash equivalent thereof must be established. In the event the interested parties cannot agree upon cash equivalent of the fringe benefit, the questions, accompanied by the recommendation of the City's Project Representative, shall be referred to the State Director of the DIR for determination.

3. Penalty for Prevailing Wage Rate Underpayment

Pursuant to California Labor Code, § 1775, the Contractor must, as a penalty, forfeit $200 to the City for each calendar day or portion thereof, for each worker paid less than the prevailing wage rates as determined by the Director of the DIR for such work or craft in which such worker is employed for the work by the Contractor or by any subcontractor, of any tier, in connection with the work. The difference between the prevailing wage rate and the amount paid to each worker each calendar day, or portion thereof, for which each worker paid less than the prevailing wage rate, must be paid to each worker by the Contractor.

4. Withholding

Project ID: 2026-IFB-CIV-0288

The City shall, upon its own action, or upon written request of an authorized representative of the DIR, withhold or cause to be withheld from the Contractor under this contract so much of the accrued payments or advances as may be considered necessary to pay laborers and mechanics, including apprentices, trainees, and helpers, employed by the Contractor or any subcontractor the full amount of wages required by the contract. In the event of failure to pay any laborer or mechanic, including any apprentice, trainee, or helper, employed or working on the site of the work, all or part of the wages required by the contract, the City may, after written notice to the Contractor, take such action as may be necessary to cause the suspension of any further payment, advance, or guarantee of funds until such violations have ceased.

5. Certified Payroll Records and Basic Payroll Records

The Contractor and subcontractors, of any tier, must maintain Certified Payroll Records and “Basic Payroll Records”, defined as time cards, front and back copies of canceled checks, cash receipts, trust fund forms, daily logs, employee sign-in sheets, accounting ledgers, tax forms, and any other record maintained for the purposes of reporting payroll, during the course of the work and must preserve them for a period of three (3) years after completion of the project for all trades workers executing the work of the contract. Certified Payroll Records must be submitted at the times designated in Paragraph 6 below or upon request as described in Paragraph 7 below. The City reserves the right to require Contractor to routinely submit Basic Payroll Records at any time, and the records must be provided within ten (10) calendar days following the receipt of the request.

6. Submittal of Certified Payroll Records

Project ID: 2026-IFB-CIV-0288

Pursuant to California Labor Code, § 1776, the Contractor and each subcontractor, of any tier, must maintain an accurate, weekly payroll record showing the employee’s full name, address, social security number, work classification, amount paid per hour, straight time, overtime, and holiday hours worked each day with weekly totals. The actual per diem wages paid to each person employed for the work, the gross and net wages paid, as well as the Contractor’s name and address, project name and location, and dates of payroll must also be maintained. If payments are made to any third-party trust, funds, or plans for health and welfare, pension, or vacation trusts, those payments must be stated on the Certified Payroll Record. The basic wage rate paid per hour plus the employer contributions for benefits, including training fund contributions, must at least equal the prevailing wage rate for that classification.

The Contractor must maintain and submit its Certified Payroll Records and those of its subcontractors. The City reserves the right to require the Contractor to submit to the City each week, no later than seven (7) calendar days after the payday for the week covered, the Certified Payroll Records of Contractor and its subcontractors of every tier. If there is no work on a given week or on a given day, the Certified Payroll Record must indicate “no work” for that week or day(s). The Certified Payroll Records must account for each day of the week including Saturdays, Sundays, and holidays.

Contractor and subcontractors of every tier must write “final” on the last submitted Certified Payroll Record for the Project.

The Certified Payroll Records must be verified by a written declaration made by a person with authority to represent the reporting entity, under penalty of perjury, that the information contained in the payroll record is true and correct and that the reporting entity has complied with the requirements of California Labor Code, §§ 1771, 1811, and 1815 for any work performed by his, her or its employees on the project.

The Contractor agrees that submission of Certified Payroll Records as well as all related or subsequent requests for supporting document made by City shall be a condition precedent to Contractor’s receipt of a progress, final, or retention payment.

The City shall withhold any portion of the progress, final, or retention payment up to and including the entire payment until the Certified Payroll Records requirement is met by the Contractor or its subcontractor. If the Contractor or any subcontractor is determined to have failed to pay workers in compliance with the applicable prevailing wage sections of California Labor Code, the City shall continue to withhold progress, final, or retention payments until sufficient funds have been withheld for payment of wages to workers and all applicable penalties.

7. Making Certified Payroll Records Available Upon Request

Pursuant to California Labor Code, § 1776, in addition to its obligation to deliver certified payroll records to the City on a weekly basis as set forth above, the Contractor must also make payroll records available for inspection at all reasonable hours at the principal office of the Contractor on the following basis:

Project ID: 2026-IFB-CIV-0288

8. Forfeiture for Failure to Comply with Written Record Request Laws

The Contractor or subcontractor shall have ten (10) calendar days in which to comply, subsequent to receipt of written request regarding Certified Payroll Records or Basic Payroll Records. In the event the Contractor or a subcontractor fails to strictly comply after such ten-day period, the Contractor or subcontractor shall, as a penalty to the City, forfeit one hundred dollars ($100) for each calendar day, or portion thereof, for each worker, until strict compliance is attained. Upon the request of the Division of Apprenticeship Standards or the Division of Labor Standards Enforcement, these penalties shall be withheld from any portion of the contract price then or thereafter due the Contractor. A Contractor is not subject to a penalty assessment pursuant to this paragraph due to the failure of a subcontractor to comply with this section.

1. Hours of Work

A. Limits on Hours of Work - Pursuant to California Labor Code, § 1810, eight

(8) hours of labor shall constitute a legal day’s work. Pursuant to California Labor Code, § 1811, the time of service of any worker employed at any time by the Contractor or by a subcontractor, of any tier, upon the work or upon any part of the work, is limited and restricted to eight (8) hours during any one calendar day and forty (40) hours during any one calendar week, except as hereafter provided. Notwithstanding the foregoing provisions, work performed by employees of the Contractor or any subcontractor, of any tier, in excess of eight (8) hours per day and forty (40) hours during any one week, shall be permitted upon compensation for all hours worked in excess of eight (8) hours per day at not less than one and one-half (1.5) times the basic rate of pay.

B. Penalty for Excess Hours - Pursuant to California Labor Code, §§ 1813 and 1815, the Contractor shall pay to the City a penalty of twenty-five dollars ($25) for each worker employed in the execution of the contract by the Contractor or any subcontractor, of any tier, for each calendar day during which such worker is required or permitted to work more than eight (8) hours in any calendar day and forty (40) hours in any one calendar week, in violation of the provisions of California Labor Code, unless compensation to the worker so employed by the Contractor is not less than one and one-half (1.5) times the basic rate of pay for all hours worked in excess of eight (8) hours per day.

C. Contractor Responsibility for Cost of Excess Hours - Any work…