General_Office_Supplies.pdf

Informal Selection - General Office Supplies Release Date: Monday, June 24, 2024

City of Pasadena Parks, Recreation and Community Services Department

Informal Selection for General Office Supplies

2024-Informal-0476

1. Introduction

1. Summary

The City is seeking quotes or proposals for General Office Supplies as outlined in this SOLICITATION.

The Contractor may need to meet other certain minimum qualifications to propose on this specification..

2024-Informal-0476

The Department of Parks, Recreation, and Community Services seeks one vendor to provide general office supplies.

2. Contact Information

Dealine for Questions

The deadline to submit questions related to this solicitation is Monday, July 1, 2024, prior to 12:00 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.

Vendor Registration Instructions & Customer Service information:

Click here to register on the City's eProcurement Portal.

If you are already registered and need help logging in or retrieving your user information use the blue chat bubble on the lower right hand corner of the screen.

Additional instructions are included in this solicitation (See section named "Instructions for Registering onto the City's eProcurement Portal.

Customer Service

For assistance with e-bidding or uploading documents: Contact Open Gov via the blue chat bubble

Monday through Friday 5am - 5pm PST, except statutory holidays https://procurement.opengov.com/portal/pasadena

Enrique Arroyo Management Analyst Email: earroyo@cityofpasadena.net Phone: (626) 744-3934 Department:

Parks, Recreation and Community Services Department

3. Timeline

Release Project Date June 24, 2024

Question Submission Deadline July 1, 2024, 12:00pm

Submission Deadline July 5, 2024, 2:00pm

2. Instructions

1. NOTICE REGARDING DISCLOSURE OF CONTENTS OF DOCUMENT

All responses to this solicitation accepted by the City of Pasadena (City) shall become the exclusive property of the City. At such time as the City recommends a contractor, and such recommendation, with any recommended contract, all proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e.

regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

2. TERMS AND CONDITIONS OF PURCHASE ORDER CONTRACT

TERMS AND CONDITIONS OF PURCHASE ORDER CONTRACT

https://www.cityofpasadena.net/wp-content/uploads/sites/27/Terms-Conditions-of-Purchase- Order.pdf

3. Contract Duration

The Contract resulting from this proposal is scheduled to start 07/08/2024. The Contract resulting from this proposal is scheduled to end 06/30/2025.

4. Evaluation of Bid mailto:earroyo@cityofpasadena.net tel:(626)744-3934 https://www.cityofpasadena.net/wp-content/uploads/sites/27/Terms-Conditions-of-Purchase-Order.pdf https://www.cityofpasadena.net/wp-content/uploads/sites/27/Terms-Conditions-of-Purchase-Order.pdf https://www.cityofpasadena.net/wp-content/uploads/sites/27/Terms-Conditions-of-Purchase-Order.pdf

Bids will be evaluated based on the lowest Grand Total Price submitted in the Bidders' Proposal. The contract award will be made from among responsive and responsible bidders. In case of a discrepancy between the unit prices and item total, the unit price shall govern. In the event of a discrepancy between the item totals and the grand total price the item totals shall prevail. The prices will be subject to adjustment by the City on that basis in the event of discrepancy and bid awarded.

5. PUBLIC CONTRACT CODE SEC. 9204 NEW PUBLIC WORKS CLAIMS PROCEDURE

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

6. Quantities

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

7. Standard terms and conditions

Prior to the award of any work hereunder, City and contractor shall enter into a written contract in substantially the form attached hereto with such revisions thereto as the City may determine necessary and appropriate. PROPOSERS responding to this SOLICITATION are strongly advised to review all the terms and conditions of the contract, and shall be deemed to have accepted them.

8. Funding Source

This procurement is funded by: City of Pasadena. Vendors must submit all required document with their proposal.

9. COST PROPOSAL: Cost Proposal Submittal

Parties interested in responding are required to submit their Cost Proposal with their Technical proposal (if one was required).

The pricing must include the total price proposed to accomplish all the performance and deliverables requested in this SOLICITATION, and offered by your firm. 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 cost 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 response must be inclusive of all costs and expenses associated with travel, lodging, and any other incidental costs. The City will not separately reimburse costs not included in the proposal.

10. Definitions

The words (A) "City", (B) "Department", (C) "Director", or (D) "Contractor", as used in this SOLICITATION, 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.

11. 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 SOLICITATION, he/she may submit to the City representative(s) identified in the subsection named "Deadline for RFP Questions," above, a written request for an interpretation or correction thereof.

Any interpretation or correction of City specifications will be made only by addendum, duly issued by the City representative(s) identified in Section 3, above. Addenda (if any) shall be made available to each Proposer. A proposer’s failure to address the requirements of any and all addenda may result in the proposal 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 Proposer is responsible to register with “OpenGov” at www.cityofpasadena.net to insure they receive all SOLICITATION documents including addendums which are available as a download.

The 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.

12. Ordering Authority

Work orders of products or services will be placed in writing by Enrique Arroyo, Management Analyst ((626) 744-3934; earroyo@cityofpasadena.net). Any work orders made through any other methods or by any other individuals may be accepted.

13. RELEVANT EXPERIENCE

Provide experience with governmental agencies for two projects/contracts of similar scope and size.

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.

14. Delivery Instructions

Regular deliveries: Must deliver within 5 business days of order placement. Business days are defined as Monday through every other Friday between the hours of 7:30 a.m. to 5:30 p.m. See the schedule for closed Fridays: https://www.cityofpasadena.net/planning/scheduled-city-closure-9-80-plan/.

Deliveries Must be Made to:

Listed within the scope of work

15. WARRANTY

Contractor shall provide factory warranties on all materials furnished against defects in materials and/or workmanship. The factory warranty shall become effective on the date of delivery and acceptance by the City. Should any defect in materials or workmanship appear during the warranty period, the Contractor shall repair or replace the same at no cost to the City.

16. DEFECTIVE MATERIALS:

Any materials not conforming to requirements of this Specification shall be considered defective. All such materials, whether in place or not, shall be immediately removed from the site of the work. Any defective materials installed shall be removed and replaced by the City and all costs of removal and replacement shall be deducted from any amounts due or to become due to the Contractor. No rejected materials, the defects of which have been subsequently corrected, shall be used.

17. RECEIVING AND INSPECTION

Deficient parts will be rejected and the Contractor will be required to make the necessary adjustments or replacements. It shall be the Contractor’s responsibility to pick up any rejected parts, make the necessary corrections, and re-deliver at no additional cost to the City.

3. Specification

1. GENERAL INFORMATION

The Parks, Recreation, and Community Services (PRCS) Department is seeking a vendor to provide general office supplies. Bidders must bid on all items. Shipping costs shall be free or included into the bid prices. All product quantities are approximate. Actual quantities may vary and are contingent upon City requirements at time of order. Payment will be made by the City based upon the unit price times the actual numbers ordered by the City.

A. Pricing must be valid from July 1, 2024 through June 30, 2025.

https://www.cityofpasadena.net/planning/scheduled-city-closure-9-80-plan/

B. Award will be based lowest bid.

C. Any incomplete bid will be ruled unresponsive and may not be considered for an award.

D. Awarded vendor will be required to provide the following o W-9 o Completed vendor questionnaire form for new vendors o Insurance documents if vendor is coming on site. Please refer to the attachments for sample forms.

o Invoices to be uploaded no later than 5 days after the required delivery and completion date. Invoice must clearly specify the PO number, detailed description of goods and/or services as applicable (ex. unit price, quantities billed, extended totals, service date, service location), and any applicable taxes.

2. ORDERING AND SHIPMENT

Orders will be submitted from each Department worksite, and confirmation will be made from a single, PRCS point of contact. Orders must be shipped complete. Bidder must have an electronic means of notifying the City when an order cannot be shipped complete. Shipment must be made within 15 calendar days of ordering. All orders must be completed within 30 days of vendor confirmation.

Items not in stock; city must be notified immediately (email); back order items – no more than four (4) weeks or a comparable substitute item must be provided at no additional cost

3. ONLINE ORDERING

Must provide 24/7 online ordering with individual login IDs for designated buyers. Items must include details such as photo images, quantities per UOM, weight, colors, etc., and contract prices must be visible to staff placing orders. Completed orders must be confirmed back to buyer through email.

Vendors must also provide a contact person by phone or email during normal business hours that can answer questions about product, prices, and assist with special order items.

4. INVOICING

Vendor must provide an invoice for each order placed and submit electronically through the City of Pasadena vendor portal. Each invoice must contain a unique invoice number and clearly detail items, quantities, price, and purchase order number. A written delivery acknowledgement must accompany each submitted invoice.

5. EXCHANGES AND RETURNS

The vendor must grant a full refund, credit or replacement for all items that are returned ninety (90) days after initial delivery.

If an item must be exchanged and returned, vendor must issue a credit memo within five (5) working days.

6. REPORTING

Upon request, vendor must be able to provide summary report that includes the following details:

a) Invoice Number

b) Items and catalog percentage discount

c) Quantities

d) Purchasing Location

e) Buyer

f) Price

7. ESTIMATED QUANTITY OF ORDERS

The combined annual quantity of orders is estimated to be approximately 20. Ordering frequency will vary.

8. DELIVERY

Standard delivery shall be no later than two business days after orders are placed within normal business hours. Normal Business Hours are Monday through Thursday and every other Friday 8:00 a.m. until 5:00 p.m. No deliveries shall take place on Saturday, Sunday, or holidays recognized by the City of Pasadena.

DELIVERY LOCATIONS

• City Hall 100 N. Garfield Ave, Rm #N255 Pasadena, CA 91101 (626) 744-4386

• Victory Park 2575 Paloma St. Pasadena, CA 91107 (626) 744-7500

• Villa Parke Community Ctr 363 E. Villa St. Pasadena, CA 91101 (626) 744-6530

• Robinson Park Center 1081 N. Fair Oaks Ave. Pasadena, CA 91103 (626) 744-7330

• Jackie Robinson Community Center 1020 N. Fair Oaks Ave. Pasadena, CA 91103 (626) 744-7300

• Central Park Center 37 E. Del Mar Blvd. Pasadena, CA 91105 (626) 744-7532

• City Yards 233 W. Mountain St, Rm #235 Pasadena, CA 91103 (626)744-4452

Note: All deliveries must be accompanied by a packing slip indicating those items actually delivered.

9. CATALOG AND BRANDS/ EQUIVALENTS

The items listed in these specifications represent the brands we purchase. The brands offered must be of equal or better quality and we reserve the right to reject any brand offered for any reason.

10. INSURANCES, LICENSES, PERMITS

Vendor must comply with the City of Pasadena's insurance requirements and is responsible for all licenses, permits, and certifications required to fulfill the requirements of this contract.

11. SAFETY

Vendor assumes full responsibility and liability for compliance with all applicable health and safety regulations when fulfilling the requirements of this contract.

4. Pricing Proposal

In response to the Request for Quotes for General Office Supplies the undersigned proposes and agrees to furnish the required material in strict conformity with the general and detailed specifications and data on manufacturer’s data sheets and/or exceptions made part of the bid and accepted by the City in writing.

INSTRUCTIONS:

Each bidder must bid on all items shown in the Bidder’s Pricing Table. If any bidder makes any alteration, interlineation or deviation in any of the printed matter of the proposal or if the signature of the bidder is incomplete, the bid will be considered informal and may be rejected.

The price bid shall include any and all charges required under the California Retail Sales Act of 1933 as amended and the California Use Tax Act of 1935.

Instructions:For each Item, please multiply the Unit Price by the corresponding Quantity to determine the Item Price. Sum the Item Prices to determine the Item Total. Sum the Item Total and the Sales Tax to determine the Grand Total Price.

All bid pricing must be entered into the City's eProcurement Portal or the bid may be considered informal and deemed non-responsive, do not use a separate document attachment to represent your pricing.

TABLE 1

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Clorox Disinfecting Wipes, Fresh Scent, 75 Wipes/Canister, 6 Canisters per Carton [*]

25 CT

2 Paper Clips, No. 1, Silver, 100 Clips Per Box, Pack Of 10 Boxes [*]

25 PK

3 Binder Clips, Small, 3/4" Wide, 3/8" Capacity, Black, Pack Of 144 (12 Boxes Of 12 Clips) [*]

25 PK

4 Binder Clips, Medium, 1 1/4" Wide, 5/8" Capacity, Black, Pack Of 144 (12 Boxes Of 12 Clips) [*]

25 PK

5 Binder Clips, Large, 2" Wide, 1" Capacity, Black, Pack of 12 [*]

25 PK

6 View Binder, Round-Ring, 1/2" [*] 25 EA 7 View Binder, Round-Ring, 1" [*] 25 EA 8 View Binder, Round-Ring, 2" [*] 25 EA 9 View Binder, Round-Ring, 3" [*] 25 EA

10 Self-Stick Notes, 1 1/2" x 2", Yellow, 100 Sheets Per Pad, Pack Of 12 [*]

20 PK

11 Self-Stick Notes, 3" x 3", Yellow, 100 Sheets Per Pad, Pack Of 12 [*]

20 PK

12 Self-Stick Notes, 3" x 3", Yellow, 100 Sheets Per Pad, Pack Of 18 [*]

20 PK

13 Self-Stick Notes, 3" x 5", Yellow, 100 Sheets Per Pad, Pack Of 12 [*]

20 PK

14 Message Arrow Flags w/Dispenser, Pack Of 120 [*]

20 PK

15 Business Notebook, hardcover, wirebound, 8.5"x11" perforated sheets [*]

10 EA

16 Perforated Writing Pads, Wide/Legal Rule, 8.5" x 11.75", White, 50 Sheets, Pack Of 12 [*]

20 DZ

17 Perforated Writing Pads, Wide/Legal Rule, 8.5" x 11.75", Canary, 50 Sheets, Pack Of 12 [*]

20 DZ

Line Item Description Quantity Unit of Measure

Unit Cost Total

18 Spiral Notebook, 1 Subject, Medium/College Rule, Assorted Color Covers, 11" x 8", 100 Sheets [*]

10 EA

19 Preprinted Tab Dividers, Monthly, 1 set [*]

25 EA

20 Preprinted Tab Dividers, Numeric, 1 set [*]

25 EA

21 Printable 5-Tab Dividers, White Label, 1 set [*]

25 EA

22 File Folders, 1/3 Cut Tab, Assorted Position, Letter Size, Manila, Box 0f 100 [*]

25 BX

23 File Folders, 1/3 Cut Tab, Assorted Position, Letter Size, Assorted Color, Box of 100 [*]

25 BX

24 Classification Folder, 2 Dividers, Letter Size, Dark Blue, 10/Box [*]

15 BX

25 Hanging Folder, Letter Size, 1/3-Cut Tab, Standard Green, 25/Box [*]

15 BX

26 Hanging Folder, Letter Size, 1/5-Cut Tab, Assorted Colors, 25/Box [*]

15 BX

27 Hanging Folder, Legal Size, 1/5-Cut Tab, Standard Green, 25/Box [*]

15 BX

28 Easy Peel Address Labels, 1"x2.63", White, 30/Sheet, 100 sheets/Box [*]

10 BX

29 Easy Peel Address Labels, 0.5"x1.75", White, 80/Sheet, 25 sheets/Pack [*]

10 PK

30 Shipping Labels, 2"x4", White, 10/Sheet, 25 sheets/Pack [*]

10 PK

31 Desk Calendar Base, Black, 3.5" x 6"

5 EA

32 Recycled Desk Calendar Refill, 3.5" x 6", White [*]

5 EA

33 Monthly Wall Calendar with Ruled Daily Blocks, 20" x 30", White [*]

25 EA

34 Monthly planner, 11" x 8" [*] 25 EA

Line Item Description Quantity Unit of Measure

Unit Cost Total

35 Monthly desk pad calendar, 22"x17"

25 EA

36 Wood case #2 pencils, Pack Of 12 [*] 20 DZ 37 Ballpoint Stick Pens, Medium Point,

1.0 mm, Black Barrel, Black Ink, Pack Of 12 [*]

25 DZ

38 Ballpoint Stick Pens, Medium Point,

1.0 mm, Blue Ink, Pack Of 12 [*]

25 DZ

39 Permanent Ultra-Fine Point Marker, Black, Pack Of 12 [*]

20 DZ

40 Permanent Fine-Point Markers, Black, Pack Of 12 [*]

50 DZ

41 Retractable Gel Pen, Fine 0.5 mm, Black Ink, Black Barrel, Pack Of 12 [*]

25 DZ

42 Retractable Gel Pen, 0.7 mm, Blue, Pack of 12 [*]

25 DZ

43 Retractable Gel Pen, 0.7 mm, Black, Pack of 12 [*]

25 DZ

44 Retractable fine point marker, Black, Pack of 12 [*]

25 DZ

45 Retractable ultra-fine point marker, Black, Pack of 12 [*]

10 DZ

46 Sharpie Smear Guard Highlighter, Various Colors, Pack of 12 [*]

25 PK

47 Scotch Magic 810 Tape Value Pack, 3/4" x 1000", Clear, Pack Of 6 Rolls [*]

50 PK

48 Correction Tape, 1/5" Line Coverage, 236", Pack Of 4 [*]

25 PK

49 Correction Tape 1/6" x 394", White, Pack of 10 [*]

25 PK

50 Brother P-Touch TZ tape ½” black on white, 0.47" x 26.2' [*]

20 EA

51 Swingline S.F. 1 Standard Staples, Standard Point, 1/4", Full Strip, Box Of 5,000 [*]

25 BX

Line Item Description Quantity Unit of Measure

Unit Cost Total

52 Swingline 545 Standard Stapler, Black

10 EA

53 2-Hole Puncher [*] 5 EA 54 3-Hole Puncher [*] 5 EA 55 Scissors, 8", Straight Handle [*] 15 EA 56 Duracell Ultra Batteries, AA, Pack of

24 [*]

25 PK

57 Duracell Ultra Batteries, AAA, Pack of 24 [*]

25 PK

58 Duracell Ultra Batteries, 9 volt, Pack of 12 [*]

5 BX

59 Duracell Ultra Batteries, C, Pack of 12

5 BX

60 Duracell Procell batteries D, Pack of 12 [*]

5 BX

61 4 GB USB Flash Drive [*] 10 EA 62 OD02M Standard Desktop Calculator

10 EA

63 Wireless Wave Keyboard and Mouse Combo, 2.4 GHz Frequency / 30 ft Wireless Range, Black [*]

5 EA

65 Shipping/Freight 1 EA [*] Denotes item is taxable

Sales Tax (@ 10.25%)

TOTAL

5. Insurance Requirements

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

6. 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 at $25,000 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.

https://procurement.opengov.com/governments/portal/pasadena/projects/101412?section=undefined

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 (5.04.130C)

• If they come into the City more than 10 times they are required to pay the annual fee.

• Any subcontractors used by the awarded bidder or proposer will be required to obtain a license if they will be coming into the City to perform services.

For further information contact Municipal Services Department at (626) 744-4166, Monday-Friday between 7:15 am and 5:15 pm. Additional Information regarding business license fees can be found here: https://www.cityofpasadena.net/finance/licenses/business-licenses/

8. Invoice Submission Portal

Invoice Submission Portal

The invoice submission process is activated when an invoice is submitted through the Vendor Invoice Portal. Invoices submitted are automatically sent to the department being invoiced for review. Once the city department verifies its accuracy, the department will submit the invoice to Accounts Payable for payment processing. One final review and approval by the department who was invoiced is needed in order for a check to be issued. Checks are issued on Tuesday and Thursday.

How to submit invoices to the City of Pasadena?

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

Create an account: Visit the City’s Invoice Submission website: https://invoice.cityofpasadena.net/ and select “Create Account”

Refer to the "Invoice Submission Portal - Vendor User Guide" for detailed instructions.

9. Acceptance of Conditions

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

• All parts of the Instructions to bidder or proposer and Specifications will become part of the Contract between the selected bidder or proposer and the City;

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

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

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

• The City reserves the right to reject all bids, waive any irregularity in any of the bids, or cancel or delay the project at any time;

• This bidding process does not commit the City to award any contract, and the City is not liable for any costs incurred by the bidder or proposer in the preparation and submission of a bid.

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 https://invoice.cityofpasadena.net/PortalGuide.pdf

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

11. Errors and Omissions

Bidders or Proposers shall not be allowed to take advantage of any errors or omissions in the Instructions to Bidders/General Instructions or Specifications/Scope of Work. Full instructions will be given if such error or omission is discovered and timely called to the attention of the City.

12. Patent Fees; Patent, Copyright, Trade Secret, and Trademark Fees

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

13. Taxes

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

14. Certificate of Insurance

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

15. REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION (IRS Form W-9)

The winning proposal/bid may be required to submit a completed and signed IRS Form W-9. Failure to submit this form may result in the response being deemed non-responsive.

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

16. 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.

17. Recycled Product Procurement Mandates Pertaining to Local Governments [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:

https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ https://www.irs.gov/pub/irs-pdf/fw9.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf

• Provide products that contain no less than 30% minimum recycled content and recyclability (described in further detail in State of California, PCC 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.

18. 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.

19. 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 City shall be the sole judge and authority in determining the availability of funds under this Contract. If any action is taken by the 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 City may amend, suspend, decrease, or terminate its obligations under, or in connection with, this Contract. In the event of termination, The 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.

20. 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 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 General Office Supplies 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.

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

The 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.

7. Submittals/Checklist

The following list is provided for the convenience of both you and the City and to help eliminate errors and omissions which may render your bid unacceptable. Please review this Checklist section. Ensure that all forms required at the time of bid are included with your bid proposal in and through this portal.

Training Resources for Vendors:

Videos:

Instructions for the new eProcurement System: The following link https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-trainingwill include video instructions for using the new system.

Screen Shots:

1) Registering for a new account - Vendor Registration

2) Update profile - company and user, email, logo

3) Subscribing for an agency's notifications - Using the Network Tab

4) Following a project

5) How to respond to a bid, submit a bid, or No bid?

6) Get Notifications

7) Managing Addenda

8) OpenGov Procurement Support

1. Please Acknowledge:

a) Vendor certifies they have read this Informal Solicitation, viewed any Attachments/Exhibits (if applicable), and are authorized to submit this quote on behalf of their organization. Vendor further understands this is not a Formal Solicitation. A contract may or may not be formed from this request.*

☐ Please confirm *Response required

b) Net 30* Regarding your bid pricing, and/or proposal: Please acknowledge that our organization operates on Net 30 payment terms for all invoices. By submitting a bid or proposal, and entering into a contract with us, you agree to abide by these payment terms.

https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/2482165-vendor-registration http://help.procurenow.com/en/articles/2482226-updating-company-information https://help.procurement.opengov.com/en/articles/3955963-how-to-subscribe-to-organizations-and-find-active-rfps-bids https://help.procurement.opengov.com/en/articles/2478854-follow-a-project https://help.procurement.opengov.com/en/articles/2478772-how-to-respond-to-a-project https://help.procurement.opengov.com/en/articles/2921877-get-notifications https://help.procurement.opengov.com/en/articles/4413350-managing-addenda https://help.procurement.opengov.com/en/articles/5680392-using-support

☐ Please confirm *Response required

c) Delivery of Materials and Supplies* Please confirm that the materials and supplies can be delivered in 5 business days of being ordered.

Delivery Location: Listed within the scope of work.

☐ Yes ☐ No *Response required

2. Forms and/or Licenses:

d) Forms AA1; AA2; and AA3* The following list is provided for the convenience of both you and the City and to help eliminate errors and omissions which may render your bid unacceptable.

• VENDOR QUESTIONNAIRE

o AA1; AA2; and AA3 (Optional)

Subsequent to the closing of this solicitation, the selected vendor will be required to provide the following documents within 10 calendar days of being notified, otherwise the submitted proposal may be deemed non-responsive.

• Request for Tax Payer Identification Number and Certification (IRS Form W-9)

• Pasadena Business License (if required)

• Any Required Licenses or Certifications

• All Insurance Required by this Solicitation (If Required) #Insurance Requirements

• REQUIRED_FORMS_-_AAs_111720...

*Response required

e) Relevant Experience Form * Please download the below documents, complete, and upload.

• RELEVANT_EXPERIENCE_FORM.pdf

*Response required

f) Additional Data (if necessary) “Additional Data” shall include any other data the PROPOSER deems essential to the evaluation of the proposal, i.e., letter of reference, other related projects, etc., or other required documents.

g) Insurance Requirements* Please confirm that your company will satisfy the insurance requirements if selected. Insurance Requirements https://www.irs.gov/pub/irs-pdf/fw9.pdf https://procurement.opengov.com/portal/pasadena/projects/101412?section=undefined https://government-project.s3.us-west-2.amazonaws.com/17824/555d711c-7b67-48fd-a188-4f3c4f1b47d6_REQUIRED_FORMS_-_AAs_11172022.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4CBEABRNT%2F20240624%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240624T150001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEP%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIGVstIGOjAZbTZYDcx%2BJHJT2JtYub4Ut%2FmlGLGWEb998AiEAii0nVwuZK7aK664RFciujDAWauoyLih9EIRLNFrEBZgqjAUIqP%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDHDbVfiUY1LtuEOyAirgBLaLxTinEXyDozepyBeqfITdsLEZwJRJtLzngoKOPK%2FkTpCPsr%2FYihvWZTJydPq0goTfw6RbEHy1humo9uKXH05K2O%2BY3SzpyGtLOGSf8qIefoOOC2IQYQS9S9U8UdfNlqOk%2Fh7LQdl%2BZcrqpSDJvE8E2HenwTqHG3TpuU52Zi8cJgD8npL1clNrA8jmjC1eYrCzq7JveAxORQKp4eJmgCwNNqGLgWoeLsAAbz%2F3jeAX9MJ4zMjGROJLrhm1m4T8NNG6tC378A4bLmITtgh0yTK9Fw1cU57eksWVmTzjgDVPo9mbS1DTGrHv3UfrqTz%2BnXOAYMKDwTI04Vb8uYm3jskIoM4%2FxdwnMHtMfhXjcVzvs1eTaMJfRIep%2BJksk4f%2B9AjUGUCxyqJe2LQcKJa9BxsKRp4VVD%2FUK4Pqww2hO6WQOElXoDx7bNZyWVOuO6OPKP7U3byFn6q75fXq8%2Bl51oEXM8493XHHkv0cCbU13ZZ7tsa6r3iCaC2RuUCRG%2FlSMFdRWNBAyhfJ3%2FJTosni2nfUdz5gL8zHU%2F2aZYojU%2BMoZMGGgYlNz4RXuczaI%2FUX3BYtRLkb%2BFXQf1U8shzDMsMjeTzD7BazNL22MW5RGzkwX27HNaV%2FO2geKov1ipsMQEWNBo7HrKCW2ZYTvNn9z3vV8UJAQeJCifR4kWf6rtIf%2FFWFVI5TANRDEtElB%2FnUnXte4asekLGf3QnXSPsm%2BdaJbmxJbNFZxORepnya0QW8BnNyA%2BVNPeQxySFPn7JO6I8X925ebNCvpFhYU8lnTGkoTw%2BH%2FC0wGpGsN8NuV6cXMOeS5rMGOpsB%2F3J1WHdRp2iJa8v1G%2BPhZV4gZacsOSwbbri86TdW5ROqHCVgvusW%2FzhWMJUwU56YwR0AZgoT1kSyumo2vpmfBuaZifuABPDy9vI2Hbb%2FXc4SfSampsaCLb8W8vVfW%2FANSB%2BK2q2IUS6s45RnFdB8BVkzXl%2F2glvN2jgRJp69dzHIrntbK2joz3RcLO78s%2FwaUjDECFbea5dXI0g%3D&X-Amz-Signature=94f7cb2e25c9d39e5cbeb2020fb6114ab8d78a6fef3238830ef637994a25dbf0&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22REQUIRED_FORMS_-_AAs_11172022.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/17824/88d786ae-a7d7-437d-b5e9-7f7634651e1d_RELEVANT_EXPERIENCE_FORM.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4CBEABRNT%2F20240624%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240624T150001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEP%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIGVstIGOjAZbTZYDcx%2BJHJT2JtYub4Ut%2FmlGLGWEb998AiEAii0nVwuZK7aK664RFciujDAWauoyLih9EIRLNFrEBZgqjAUIqP%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDHDbVfiUY1LtuEOyAirgBLaLxTinEXyDozepyBeqfITdsLEZwJRJtLzngoKOPK%2FkTpCPsr%2FYihvWZTJydPq0goTfw6RbEHy1humo9uKXH05K2O%2BY3SzpyGtLOGSf8qIefoOOC2IQYQS9S9U8UdfNlqOk%2Fh7LQdl%2BZcrqpSDJvE8E2HenwTqHG3TpuU52Zi8cJgD8npL1clNrA8jmjC1eYrCzq7JveAxORQKp4eJmgCwNNqGLgWoeLsAAbz%2F3jeAX9MJ4zMjGROJLrhm1m4T8NNG6tC378A4bLmITtgh0yTK9Fw1cU57eksWVmTzjgDVPo9mbS1DTGrHv3UfrqTz%2BnXOAYMKDwTI04Vb8uYm3jskIoM4%2FxdwnMHtMfhXjcVzvs1eTaMJfRIep%2BJksk4f%2B9AjUGUCxyqJe2LQcKJa9BxsKRp4VVD%2FUK4Pqww2hO6WQOElXoDx7bNZyWVOuO6OPKP7U3byFn6q75fXq8%2Bl51oEXM8493XHHkv0cCbU13ZZ7tsa6r3iCaC2RuUCRG%2FlSMFdRWNBAyhfJ3%2FJTosni2nfUdz5gL8zHU%2F2aZYojU%2BMoZMGGgYlNz4RXuczaI%2FUX3BYtRLkb%2BFXQf1U8shzDMsMjeTzD7BazNL22MW5RGzkwX27HNaV%2FO2geKov1ipsMQEWNBo7HrKCW2ZYTvNn9z3vV8UJAQeJCifR4kWf6rtIf%2FFWFVI5TANRDEtElB%2FnUnXte4asekLGf3QnXSPsm%2BdaJbmxJbNFZxORepnya0QW8BnNyA%2BVNPeQxySFPn7JO6I8X925ebNCvpFhYU8lnTGkoTw%2BH%2FC0wGpGsN8NuV6cXMOeS5rMGOpsB%2F3J1WHdRp2iJa8v1G%2BPhZV4gZacsOSwbbri86TdW5ROqHCVgvusW%2FzhWMJUwU56YwR0AZgoT1kSyumo2vpmfBuaZifuABPDy9vI2Hbb%2FXc4SfSampsaCLb8W8vVfW%2FANSB%2BK2q2IUS6s45RnFdB8BVkzXl%2F2glvN2jgRJp69dzHIrntbK2joz3RcLO78s%2FwaUjDECFbea5dXI0g%3D&X-Amz-Signature=8c96722281c64abbc59e3dfa674c7ee9b6f2d3b88ffc2495ef423d3969427dc0&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22RELEVANT_EXPERIENCE_FORM.pdf%22&x-id=GetObject https://procurement.opengov.com/portal/pasadena/projects/101412/document?section=530603 https://procurement.opengov.com/portal/pasadena/projects/101412/document?section=530603

☐ Yes ☐ No *Response required

8. Public Contract Claims Procedure

PUBLIC CONTRACT CODE SEC. 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 public entity fails to respond, the contractor may demand "an informal conference to meet and confer for settlement of the issues in dispute." The public entity must schedule the meet and confer conference within 30 days of the demand.

Within 10 business days following the meet and confer conference, the public entity must provide a written statement identifying the portion of the claim that remains in dispute.

Any payment due on an undisputed portion of the claim must be made within 60 days of the meet and confer conference. Amounts not paid in a timely manner shall bear interest at 7 percent per year.

After the meet and confer conference, any disputed portion of the claim "shall be submitted to non-binding mediation." If mediation fails to resolve the dispute, the parts of the claim that remain in dispute shall be subject to applicable procedures outside Section 9204 (statutory and contractual).

The full text of this new legislation is set forth below:

THE PEOPLE OF THE STATE OF CALIFORNIA DO ENACT AS FOLLOWS:

SECTION 1.

Section 9204 is added to the Public Contract Code, to read:

9204.

(a) The Legislature finds and declares that it is in the best interests of the state and its citizens to ensure that all construction business performed on a public works project in the state that is complete and not in dispute is paid in full and in a timely manner.

(b) Notwithstanding any other law, including, but not limited to, Article 7.1 (commencing with Section 10240) of Chapter 1 of Part 2, Chapter 10 (commencing with Section 19100) of Part 2, and Article 1.5 (commencing with Section 20104) of Chapter 1 of Part 3, this section shall apply to any claim by a contractor in connection with a public works project.

(c) For purposes of this section:

(1) “Claim” means a separate demand by a contractor sent by registered mail or certified mail with return receipt requested, for one or more of the following:

(A) A time extension, including, without limitation, for relief from damages or penalties for delay assessed by a public entity under a contract for a public works project.

(B) 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.

(C) Payment of an amount that is disputed by the public entity.

(2) “Contractor” means any type of contractor within the meaning of Chapter 9 (commencing with Section 7000) of Division 3 of the Business and Professions Code who has entered into a direct contract with a public entity for a public works project.

(3) (A) “Public entity” means, without limitation, except as provided in subparagraph (B), a state agency, department, office, division, bureau, board, or commission, the California State University, the University of California, a city, including a charter city, county, including a charter county, city and county, including a charter city and county, district, special district, public authority, political subdivision, public corporation, or nonprofit transit corporation wholly owned by a public agency and formed to carry out the purposes of the public agency.

(B) “Public entity”…