Golf_Carts.pdf

COMPETITIVE BID

FURNISH AND DELIVER

GOLF CARTS

FOR THE

ROSE BOWL

CITY OF PASADENA, CALIFORNIA

Competitive Bid - Golf Carts Release Date: Tuesday, February 20, 2024

Attachments:

A - REQUIRED_FORMS_-_AAs_-_SIG-LEGAL-STATUS_-_DECLARATION_OF_NONCOLUSION 11032022

1. Instructions to Bidders

1. Summary

Notice is hereby given that the City of Pasadena is calling for sealed bids for the Rose Bowl and will receive sealed bids prior to but not later than 12:00 pm, Thursday, March 14, 2024 and will electronically unseal and make them available online (https://procurement.opengov.com/portal/pasadena) for this solicitation named "Golf Carts" Project ID: 2024-IFB-MS-0116.

Submittal Instructions

Bids will be received via the City's eProcurement Portal. 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. Addenda shall be acknowledged via the City's eProcurement Portal. Bids will be received prior to 12:00 pm on Thursday, March 14, 2024 and will be opened online at that time.

Copies of the Specifications and all required forms may be obtained for this solicitation online:

https://procurement.opengov.com/portal/pasadena/projects/79822

Refer to the Specifications for complete details and bidding requirements. The Specification and this Notice shall be considered a part of any contract made pursuant thereunder.

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. All required attachments must be completed and uploaded electronically into City's eProcurement Portal prior to the set bid date and time in this Notice Inviting Bids.

• PROJECT TITLE: Golf Carts

• DEPARTMENT: Rose Bowl

• RELEASE DATE: Tuesday, February 20, 2024

• CONTACT: Jenessa Castillo

It is the intent of Rose Bowl Operating Company ("RBOC") to execute a contract between the RBOC and Golf Cart Supplier (“Bidder”) capable of providing specified golf carts to the RBOC for events. The Rose Bowl Stadium is an 89,766-seat outdoor stadium and is the venue for UCLA home football games, the annual Rose Bowl Game®, international soccer games, large concerts and multi-day music festivals. Bidder would be required to provide the specified golf carts for all “Major Events” held at the Stadium. Major Events are defined as those events where attendance is in excess of 20,000 patrons. Bidder would be required to provide golf carts for an average of twenty-five (25) Major Events, and a minimum of fifteen (15) Enterprise Events (ex. Private parties, corporate meetings, etc.) and for extended periods where indicated.

https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/79822?section=undefined https://procurement.opengov.com/portal/pasadena/projects/79822 https://procurement.opengov.com/portal/pasadena

The initial term of the contract is for one (1) year, commencing on July 1, 2024, with two (2) one-year options to renew, at the sole discretion of the RBOC Chief Executive Officer / General Manager with all terms and conditions of the initial term of the contract applying to any such extensions. Additional information regarding contract scope, terms and other conditions are contained in this Notice Inviting Bids.

2. Contact Information

Dealine for Questions

The deadline to submit questions related to this solicitation is Wednesday, March 6, 2024, prior to 5:00 pm.

Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any RBOC/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

Project Contact:

Jenessa Castillo Chief Operations Officer Email: jcastillo@rosebowlstadium.com Phone: (626) 577-3104 Procurement Contact:

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

Rose Bowl

3. Timeline https://procurement.opengov.com/portal/pasadena mailto:jcastillo@rosebowlstadium.com tel:(626)577-3104 mailto:nsilver@rosebowlstadium.com tel:(626)577-3100;ext=224

Vendors are strongly advised to complete and submit all required items sufficiently early before the date listed in this solicitation. Bids must be completed and submitted according to the instructions in this solicitation prior to 12:00 pm onThursday, March 14, 2024.

Release Project Date February 20, 2024

Question Submission Deadline March 6, 2024, 5:00pm

Bid Submission Deadline March 14, 2024, 12:00pm

2. Notice Inviting Bids

For

Golf Carts

Notice is hereby given that the City of Pasadena is calling for sealed bids for the Rose Bowl and will receive sealed bids prior to 12:00 pm, Thursday, March 14, 2024 and will electronically unseal and make them available online (https://procurement.opengov.com/portal/pasadena) for this solicitation named "Golf Carts" Project ID: 2024-IFB-MS-0116.

1. Summary

It is the intent of Rose Bowl Operating Company ("RBOC") to execute a contract between the RBOC and Golf Cart Supplier (“Bidder”) capable of providing specified golf carts to the RBOC for events. The Rose Bowl Stadium is an 89,766-seat outdoor stadium and is the venue for UCLA home football games, the annual Rose Bowl Game®, international soccer games, large concerts and multi-day music festivals. Bidder would be required to provide the specified golf carts for all “Major Events” held at the Stadium. Major Events are defined as those events where attendance is in excess of 20,000 patrons. Bidder would be required to provide golf carts for an average of twenty-five (25) Major Events, and a minimum of fifteen (15) Enterprise Events (ex. Private parties, corporate meetings, etc.) and for extended periods where indicated.

The initial term of the contract is for one (1) year, commencing on July 1, 2024, with two (2) one-year options to renew, at the sole discretion of the RBOC Chief Executive Officer / General Manager with all terms and conditions of the initial term of the contract applying to any such extensions. Additional information regarding contract scope, terms and other conditions are contained in this Notice Inviting Bids.

2. Delivery Instructions

Bids will be received via the City's eProcurement Portal (https://procurement.opengov.com/portal/pasadena). 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. Bids will be received prior to the time and date in this Notice Inviting Bids and will be opened online at that time.

Copies of the Specifications and all required forms may be obtained for this solicitation online:

https://procurement.opengov.com/portal/pasadena/projects/79822

Addenda shall be acknowledged via the City's eProcurement Portal (https://procurement.opengov.com/portal/pasadena/projects/79822). Refer to the Specifications for complete details and bidding requirements. The Specification and this Notice shall be considered a part of any contract made pursuant thereunder.

3. Pre-bid Conference https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/governments/portal/pasadena/projects/79822?section=712664 https://procurement.opengov.com/portal/pasadena/projects/79822

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

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

4. Deadline for Questions

The deadline to submit questions related to this solicitation is Wednesday, March 6, 2024, prior to 5:00 pm.

Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal (https://procurement.opengov.com/portal/pasadena) Q&A function. Do not contact any other RBOC/City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

5. Release Date

Release Dated: Tuesday, February 20, 2024

JENS WEIDEN

RBOC Chief Executive Officer / General Manager https://procurement.opengov.com/governments/portal/pasadena/projects/79822?section=712655 https://procurement.opengov.com/governments/portal/pasadena/projects/79822?section=712655 https://procurement.opengov.com/governments/portal/pasadena

3. General Specifications

1. BID PROPOSAL QUANTITIES

The quantities contained in the bid documents are approximate only and are for the sole purpose of comparing bids. The RBOC/City may, in accordance with the specifications, order more equipment and/or materials as necessary at the RBOC/City's sole discretion, as increased by the unit price noted and payment will be made for the amount of material actually provided as determined by the RBOC/City and accepted at the unit prices noted in the bid.

2. EVALUATION OF BID

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 RBOC/City on that basis in the event of discrepancy and bid awarded.

3. Award of Bid and Determination of Responsiveness

The contract shall be awarded to the lowest responsive and responsible bidder. In determining whether a bidder is responsible and responsive, the following shall be considered:

• The quality of the material offered;

• The ability, capacity and skill of the bidder to perform the contract or provide the material or services;

• Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;

• The sufficiency of the bidder's financial resources and the effect thereof on his ability to perform the contract or provide the material or services;

• The character, integrity, reputation, judgment, experience and efficiency of the bidder;

• The quality and timeliness of the bidder's performance on previous orders or contracts for the RBOC/City;

• Litigation by the bidder on previous orders or contracts with the RBOC/City;

• The ability of the bidder to provide future maintenance and service where such maintenance and service is essential;

4. PRICE ADJUSTMENTS

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

5. SAMPLE CONTRACT

A sample of the contract the successful bidder will be required to enter into with the RBOC/City is attached hereto and by this reference incorporated herein and made part of these specifications.

6. SUBSTITUTION FOR PATENTED AND SPECIFIED ARTICLES

Wherever these Specifications specify any material or process by patent or proprietary name, or by name of manufacturer, such specification is only for the purpose of describing the material or process desired and shall be deemed to be followed by the words and/or approved equivalent.

Any bidder may offer in the proposal any material or process that is equivalent in every respect to the material or process specified. This statement of alternate unit shall clearly describe the material or process for which the substitution is proposed and shall provide technical data establishing equivalency.

7. BID YOUR FULL EQUAL OR BETTER

Materials and equipment furnished shall be new, complete, ready-for-use and of the latest model, shall not have been used in demonstration or other services and have all the usual equipment as shown by manufacturer’s current specifications and catalogs unless otherwise specified.

8. DURATION OF CONTRACT

The initial term of the contract resulting from these Specifications shall be for one year from the date of execution by the RBOC/City. The contract may be extended for two optional one-year extension periods at the sole discretion of the RBOC Chief Executive Officer / General Manager with all terms and conditions of the initial term of the contract applying to any such extensions.

9. 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 RBOC/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 RBOC/City.

10. 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 RBOC/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.

11. 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 deliver materials at no additional cost to the RBOC/City.

12. Equivalents to Specifications

The material, equipment or service offered by the Bidder will meet all requirements of the specifications in this Notice Inviting Bids. Questions requesting approval of equals must be submitted before the deadline for questions to the RBOC/City contacts listed in the Bid Invitation. Bidder must provide all information (no pricing) with their bid in order for the RBOC/City to determine if the product offered is an equal to the manufacturer specified and/or meets the technical specifications. This includes details for each item to which a proposed equal will be taken, proposed make and model specifications, and any other information on the material specified herein regarding approved equals requested. Bidder must state brand name and/or manufacturer of each item proposed and include detailed specifications. All guarantees and/or warranties must also be stated. Parts and materials must be latest model or current date and meet specifications or be equal to the specifications.

During the question and answer period, the RBOC/City reserves the right to determine whether equivalents meet the bid specifications of the RBOC/City, and are equal to the manufacturer specified or the stated technical specifications. The decision of the RBOC/City regarding equality shall be final.

4. Bid Specifications

1. Scope of Work

Bidders must provide the following golf carts for an average of twenty-five (25) Major Events and fifteen (15) Enterprise Events and for the periods of time as indicated (daily or monthly), as well as servicing and maintenance of the equipment in service as listed below and specified on the attached pricing table (Attachment "B"). Tax and delivery shall be listed as a separate line item.

Supplier must be capable of providing such products and quantities within seventy two hours (72 hrs.). Golf carts should be no older than two (2) years:

• Electric Golf Cart - six (6) seater

• Electric Golf Cart - six (6) seater premium

• Electric Golf Cart - four (4) seater

• Electric Golf Cart - Flatbed

• Gas industrial UTV - four (4) seater

• Gas Industrial UTV - Flatbed

2. Compensation

Fees and rates made part of the contract document are to remain firm for the original performance period. For any renewal year, fees and rates may be adjusted to reflect changes in the Consumer Price Index (Urban Consumers Index for the Los Angeles — Anaheim; Riverside Area or any successor index issued by the Federal Government) for the six (6) months immediately preceding the renewal year, in comparison to the previous year, but shall not exceed 3% annually.

I. Invoices and Payment

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

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

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

3. Stadium Investment

The successful proposer will be required to make an annual investment in premium seating inventory, stadium sponsorship and/or Legacy donor pledge consisting of a minimum annual cost of $12,500 (equal to the purchase of four (4) club seats for the UCLA Home Football season and Tournament of Roses, Rose Bowl Game). A detailed description of the investment opportunities available is attached (Attachment C).

5. General Instructions

1. Pre-Bid Meeting

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

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

2. General Bid Requirements

To be considered, a bidder must follow the format for bids in the specifications. Bids must be binding and firm. Any bid may be withdrawn before bid opening but not for 120 days after opening.

3. Funding Source

This procurement is funded by: Rose Bowl Operating Company. Vendors must submit all required document with their proposal.

4. Bidder Must Make Thorough Investigation

It is the bidder's responsibility to examine the location of the proposed work, to fully acquaint themselves with the specifications and the nature of the work to be done. The bidder shall have no claim against the RBOC/City based upon ignorance of the nature and requirements of the project, misapprehension of site conditions, or misunderstanding of the specifications or contract provisions.

5. Acceptance of Conditions

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

A. All parts of the Instructions to Bidders and Specifications will become part of the Contract between the selected bidder and the RBOC/City;

B. The RBOC/City may require whatever evidence is deemed necessary relative to the bidder's financial stability and ability to complete this project;

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

https://procurement.opengov.com/portal/pasadena/projects/79822?section=712655

D. The RBOC/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 RBOC/City as to whether or not the bidder is qualified to perform the project, shall be final, binding and conclusive;

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

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

6. Truth and Accuracy of Representation

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

7. RBOC/City Changes to the Bid Documents

The RBOC/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 RBOC/City determines that a time extension is required for the bid, the addenda will give the new submission date.

Addenda shall be acknowledged via the City'seProcurement Portal.

8. 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 Notice Inviting Bids, he/she may submit a question through the City's eProcurement Portal Q&A section for an interpretation or correction thereof.

Any interpretation or correction of RBOC/City specifications will be made only by addendum, duly issued by the City representative(s) identified as the "Project Contact" (Jenessa Castillo), 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 RBOC/City determines that a time extension is required for the proposal, the RBOC/City will issue an addendum that will give the new submission date. The Proposer is responsible to register on the City's eProcurement Portal and follow the project, Golf Carts, to insure they receive all bid documents including addendums which are available as a download.

The RBOC/City reserves the right to change any part of these Instructions to BIDDERS 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 Bid documents and of the contract.

9. Notice Regarding Disclosure of Contents of Document

All bids accepted by the RBOC/City at the time of bid opening shall become the exclusive property of the RBOC/City. Upon opening, all bids accepted by the RBOC/City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each bid which are identified by the bidder as business or trade secrets and 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 RBOC/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 RBOC/City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

10. Award of Bid and Determination of Responsiveness

The contract shall be awarded to the lowest responsive and responsible bidder. In determining whether a bidder is responsible and responsive, the following shall be considered:

A. The quality of the material offered;

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

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

D. The sufficiency of the bidder's financial resources and the effect thereof on his ability to perform the contract or provide the material or services;

E. The character, integrity, reputation, judgment, experience and efficiency of the bidder;

F. The quality and timeliness of the bidder's performance on previous orders or contracts for the RBOC/City;

G. Litigation by the bidder on previous orders or contracts with the RBOC/City;

H. The ability of the bidder to provide future maintenance and service where such maintenance and service is essential;

11. Errors and Omissions

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

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

Each bidder 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 shall include all federal, state, local and other taxes.

14. Local Bidders; Refund of Sales and Use Tax

For the purpose of determining the lowest bidder on a contract for materials and supplies only, 1.75% of that portion of the bid subject to sales or use tax shall be deducted from any bid where it is determined that if such bidder were awarded the contract, the RBOC/City would receive a refund of the 1.75% sales and use tax pursuant to the Uniform Sales and Use Tax Ordinance of the City of Pasadena.

15. Special Requirements of Contractors

There is a separate packet of forms as part of these specifications that a bidder must complete to establish compliance with a number of special City of Pasadena requirements, including, but not limited to, Equal Employment and Affidavit of Non Collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them shall be grounds, in the sole discretion of the City, for rejection of any bidder.

16. Public Contract Code Sec. 9204 New Public Works Claims Procedure

As detailed in the Section Titled #Public Works Claims Procedure new Public Contract Code Section 9204, effective January 1, 2017, specifies new procedural requirements for claims submitted by a contractor on any public works project.

17. Equivalents to Specifications

The material, equipment or service offered by the bidder will meet all requirements of the specifications in this Notice Inviting Bids. Questions requesting approval of equals must be submitted before the deadline for questions to the RBOC/City contacts listed in the Bid Invitation. Bidder must provide all information (no pricing) in order for the RBOC/City to determine if the product offered is an equal to the manufacturer specified and/or meets the technical specifications. This includes details for each item to which a proposed equal will be taken, proposed make and model specifications, and any other information on the material specified herein regarding approved equals requested. Bidder must state brand name and/or manufacturer of each item proposed and include detailed specifications. All guarantees and/or warranties must also be stated. Parts and materials must be latest model or current date and meet specifications or be equal to the specifications.

During the question and answer period for this solicitation (Golf Carts; 2024-IFB-MS-0116), the RBOC/City reserves the right to determine whether equivalents meet the bid specifications of the RBOC/City, and are equal to the manufacturer specified or the stated technical specifications. The decision of the RBOC/City regarding equality shall be final.

18. Protest Procedure https://secure.procurenow.com/portal/pasadena/projects/79822?section=undefined

This procedure specifies the process to be utilized by the RBOC in resolving protests regarding this solicitation. In order for a protest to be considered by the RBOC, it must be submitted in accordance with the procedures outlined in the FORMAL SOLICATION PROTEST PROCEDURE found at the following link: (https://rosebowl.s3.us-west- 2.amazonaws.com/bfa72efc899848f79983c6581cc77f2f.pdf). A protest submitted that is not in accordance with this procedure, may be returned to the submitting party without any further action by the RBOC/City of Pasadena.

https://rosebowl.s3.us-west-2.amazonaws.com/bfa72efc899848f79983c6581cc77f2f.pdf https://rosebowl.s3.us-west-2.amazonaws.com/bfa72efc899848f79983c6581cc77f2f.pdf

6. Bidder's Proposal

To the Rose Bowl Operating Company Board of Directors:

In response to the Notice Inviting Bids for Golf Carts 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 RBOC/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. All required attachments in the #Bidder's Submittals/Checklist must be completed and uploaded electronically into City's eProcurement Portal. prior to the set bid date and time in the #Notice Inviting Bids.

TABLE 1

https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/79822?section=712664 https://procurement.opengov.com/portal/pasadena/projects/79822?section=undefined

Line Item Description Quantity Unit of Measure

Unit Cost Total

UCLA FOOTBALL

1 ELECTRIC GOLF CART- 6 SEATER [*] 48 Monthly

2 ELECTRIC GOLF CART- 6 SEATER

PREMIUM [*]

42 Monthly

3 ELECTRIC GOLF CART- 4 SEATER [*] 18 Monthly

4 ELECTRIC GOLF CART- FLATBED [*] 18 Monthly

5 GAS INDUSTRIAL UTV- FLATBED [*] 9 Monthly

ROSE BOWL GAME

6 ELECTRIC GOLF CART- 6 SEATER [*] 16 Daily

7 GAS INDUSTRIAL UTV- 4 SEATER [*] 2 Daily

8 GAS INDUSTRIAL UTV- FLATBED [*] 6 Daily

CONCERT/SOCCER

9 ELECTRIC GOLF CART- 6 SEATER [*] 96 Daily

10 GAS INDUSTRIAL UTV- FLATBED [*] 36 Daily

OFFICE USAGE

11 ELECTRIC GOLF CART- 4 SEATER [*] 12 Monthly

12 Delivery 10 Each

[*] Denotes item is taxable

Sales Tax (@ 10.25%)

TOTAL

7. 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

8. 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.

4. SAMPLE CONTRACT

A sample of the contract the successful bidder or proposer will be required to enter into with the RBOC/City is attached hereto and by this reference incorporated herein and made part of these specifications.

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 RBOC/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. Acceptance of Conditions

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

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

https://procurement.opengov.com/governments/portal/pasadena/projects/79822?section=undefined https://www.cityofpasadena.net/finance/licenses/business-licenses/

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

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

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

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

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

9. Award of Bid and Determination of Responsiveness

The contract shall be awarded to the lowest responsive and responsible bidder. In determining whether a bidder is responsible and responsive, the following shall be considered:

• The quality of the material offered;

• The ability, capacity and skill of the bidder to perform the contract or provide the material or services;

• Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;

• The sufficiency of the bidder's financial resources and the effect thereof on his ability to perform the contract or provide the material or services;

• The character, integrity, reputation, judgment, experience and efficiency of the bidder;

• The quality and timeliness of the bidder's performance on previous orders or contracts for the RBOC/City;

• Litigation by the bidder on previous orders or contracts with the RBOC/City;

• The ability of the bidder to provide future maintenance and service where such maintenance and service is essential;

10. Pasadena Living Wage Ordinance

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

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

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

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

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

11. 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 RBOC/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 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

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:

• 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

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

9. Bidder's Submittals/Checklist

1. Acknowledgements

a) Acknowledgement* By submitting this bid the proposer hereby certifies under penalty of perjury of the laws of the State of California that all representations made in the documents that comprise the proposal for Golf Carts due on Thursday, March 14, 2024 are true and correct to the best of my knowledge at the time of the proposal’s submission.

By confirming, the bidder is acknowledges the following:

• We have reviewed and agreed to all of the documents contained in this solicitation and understands that the RBOC/City will not be responsible for any errors or omissions on the part of the vendor in making up this bid or proposal.

• The representations herein are made under penalty of perjury.

• We hereby offer to lease and/or rent the RBOC/City of Pasadena the materials, products, and/or services at the prices shown and under the terms and conditions included hereon or attached or referenced.

☐ Please confirm *Response required

b) Prices must be valid for 120 days* Each bidder must bid on the items shown in the Bidder’s Proposal. 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.

☐ Please confirm *Response required

c) Confirmation, if You are the Recommended Company* Subsequent to the closing of this solicitation, but prior to contract award, the recommended 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.

Please confirm that you will provide the following per these instructions.

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

• Pasadena Business License (if required)

• Any Required Licenses or Certifications

• All Insurance Requirements in this Solicitation (IF REQUIRED)

☐ Please confirm *Response required

2. Forms

d) AA1; AA2; AA3; Signature & Legal Status; and Declaration of Non-Collusion* If your submittal does not include all of the below items, it may be deemed non-responsive.

• Each Bidder must submit a completed Form AA-1. Failure to submit this form may result in automatic disqualification. (Copy attached)

• Form AA-2 is required to be submitted for projects involving labor or services in excess of $25,000. (Copy attached)

• Form AA-3 is Optional. (Copy attached)

• A completed and signed "Declaration of Non-Collusion." (Copy attached)

• Signature Page and Legal Status (Copy attached)

• REQUIRED_FORMS_-_AAs_-_SIG-...

*Response required https://government-project.s3.us-west-2.amazonaws.com/30114/59422bfb-666c-4bb9-b05c-05c2b3cee818_REQUIRED_FORMS_-_AAs_-_SIG-LEGAL-STATUS_-_DECLARATION_OF_NONCOLUSION_11032022.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIARC2J5PZDCCU66EXN%2F20240220%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240220T173158Z&X-Amz-Expires=72000&X-Amz-Signature=a399804a8abf71c6817c585c652e58b8b548bff5ce607a8a2f9bdb7321059b16&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22REQUIRED_FORMS_-_AAs_-_SIG-LEGAL-STATUS_-_DECLARATION_OF_NONCOLUSION_11032022.pdf%22&x-id=GetObject

10. 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.