On-Call_Architectural_Services_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSALS

ON-CALL ARCHITECTURAL SERVICES

FOR THE

PUBLIC WORKS DEPARTMENT, ENGINEERING

CITY OF PASADENA, CALIFORNIA

Request for Proposals - On-Call Architectural Services Release Date: Tuesday, September 15, 2026

Attachments:

A - Master Services Contract B - LAPM_10-H2_-_OnCall_Sample_Cost

D - DISQUALIFICATION_DISCLOSURE

E - REQUIRED FORMS - AAs - SIG-LEGAL-STATUS - DECLARATION OF NONCOLUSION

F - CONFLICT_OF_INTEREST

H - Pasadena_Taxpayer_Protection_Amendment_Disclosure

I - DESIGNATED REPRESENTATIVES

N - Professional Services Insurance Requirements

1. Introduction

1. Summary

The City of Pasadena is seeking proposals from qualified architectural firms to establish a pool of up to five on-call consultants to provide architectural and related multidisciplinary professional services for City-owned or operated buildings and facilities. Potential assignments may include facility assessments, programming, feasibility studies, design, permitting support, bidding support, construction administration and periodic site observation, closeout, historic preservation, accessibility improvements, and other related services for municipal offices, public safety facilities, libraries, parks and recreation buildings, transit and maintenance facilities, and other public facilities.

The City owns facilities that are designated historic resources, located within designated historic districts, or listed in or eligible for listing in the National Register of Historic Places.

2. Contact Information

Deadline for Questions

The deadline to submit questions related to this solicitation is Tuesday, October 6, 2026, prior to 2:00 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.

Cesar Guevara Project Manager Email: cguevara@cityofpasadena.net Phone: (626) 744-4185 Department:

Public Works Department, Engineering

3. Timeline

Release Project Date September 15, 2026

Question Submission Deadline October 6, 2026, 2:00pm

Proposal Submission Deadline October 27, 2026, 2:00pm mailto:cguevara@cityofpasadena.net tel:(626)744-4185

2. General Instructions

1. NOTICE REGARDING DISCLOSURE OF CONTENTS OF DOCUMENT

All responses to this Request for Proposal (RFP) accepted by the City of Pasadena (City) shall become the exclusive property of the City. At such time as the City Manager recommends a contractor to the City Council, and such recommendation, with any recommended contract appears on the Council agenda, all proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

2. Electronic Submission and Delivery Instructions

Parties interested in responding are required to submit proposals electronically through the City of Pasadena's eProcurement Portal no later than 2:00 pm on Tuesday, October 27, 2026. Please upload sufficiently early electronically through the city's eProcurement Portal before the time and day listed in the Notice Inviting Proposals. Proposals must be received in the system prior to the deadline.

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

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

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

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

3. Technical Proposal https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/285967/document?section=2756335 https://procurement.opengov.com/portal/pasadena/projects/285967/document?section=2756347 https://procurement.opengov.com/portal/pasadena/projects/285967/document?section=2756335

The proposal must be prepared in two parts: a "Technical Proposal" and a "Price Proposal." Each of the parts shall be separate and complete in itself so evaluation of one may be accomplished separate from the evaluation of the other. The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and Submittals/Checklist. No Pricing shall be included in this part.

MANDATORY CONTENTS

Proposals shall contain the following information and must be organized in the order described below with separate and clearly identified sections or tabs:

• Cover Page

• Introductory Letter

• Organization and Approach

• Scope of Work

• Related Experience

• Key Personnel

• References

• Conflict of Interest Statement

• Litigation

• Cost Proposal *

• Submission Forms

*Must be submitted in a separate, sealed envelope.

Cover Page

This page shall indicate the name of the firm or association and the Project title.

Introductory Letter

The introductory (or transmittal) letter shall be addressed to:

City of Pasadena

Department of Public Works 100 North Garfield Avenue, N306

Pasadena, CA 91101

The letter shall be on Consultant letterhead and provide a brief introduction including the name, mailing address, telephone number, facsimile number, and email address of the person(s) authorized to represent the firm. The California license or registration number of the responsible principal and the name of the person who will serve as the Consultant’s project contact shall be included.

https://procurement.opengov.com/portal/pasadena/projects/285967/document?section=undefined

The letter shall be wet-signed in blue ink by the individual authorized to bind the Consultant to the proposal.

Scope of Work

The Proposer shall provide an on-call program management plan. The plan shall describe how the Proposer will:

• Receive, prioritize, staff, and respond to individual assignments;

• Provide qualified personnel and manage multiple or concurrent Task Orders;

• Develop and control staffing plans, estimated hours, project schedules, and not-to-exceed fees;

• Monitor costs and schedules and address potential impacts;

• Perform quality assurance and quality control;

• Coordinate and manage subconsultants; and

• Apply its proposed approach to representative municipal assignments similar to those described in the Scope of Services.

Organization and Approach

• Information pertaining to the structure and organization of the firm, including the name of the sole proprietor, or, if a corporation, partnership, or joint venture, the names of all individuals and firms which constitute the corporation, partnership, or joint venture;

• Describe the roles and organization of your proposed team for this project. Indicate the composition of sub-consultants and number of project staff, number of years in the business, facilities available, location where the work will be performed, and experience of your team as it relates to this project;

• If two or more firms are involved in an association or a joint venture for this Project, provide information concerning past associations and outline the working relationship for this Project between the firms, e.g., indicate where management responsibility resides and where quality control, and production coordination will be performed; and

• Describe your project and management approach. Provide organizational chart.

Related Experience

• For evaluation purposes provide a statement of qualifications and illustrations of your firm's major projects;

• Provide specific information concerning Consultant’s firm experience, and that of your sub-consultants, in providing architectural engineering services and technical services. In order to be considered, experience of Consultant must be projects in which the key staff was with the present firm in the past five years;

• As a minimum qualification, each Proposer shall demonstrate the successful completion of at least three (3) projects within the past five (5) years that included design and construction administration services and are comparable in scope to the typical projects and facilities described in Section 3.3. Proposals that do not demonstrate the required experience will be deemed nonresponsive and will not be evaluated further.; and

• Provide sample plans, project schedule, and cost estimate for one (1) completed project that best represents the Proposer’s standard quality of work.

Key Personnel

• Describe the roles of key individuals on the team. Provide resumes and references for all key team members. Resumes shall show relevant experience for providing architectural engineering and technical services as outlined in Section 03 - Scope of Services, length of employment with the proposing Consultant, registered discipline as well as California License numbers. Key members, especially the Project Manager, shall have significant demonstrated experience with this type of project and should be committed to stay with the project for the duration of the project; and

• Include present workload of the designated key personnel, and scheduled time for completion of his/her current project(s).

References

As a minimum qualification, each Proposer shall demonstrate the successful completion of at least three (3) projects within the past five (5) years that included design and construction administration services and are comparable in scope to the typical projects and facilities described in Section 3.3. Proposals that do not demonstrate the required experience will be deemed nonresponsive and will not be evaluated further. Projects are to include the following information:

• Project title

• Project description

• Contracting agency

• Contracting agency Project Manager

• Contracting agency contact information

• Contract amount

• Funding source

• Date of contract

• Date of completion

• Consultant Project Manager and contact information

4. Separate Price Proposal

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

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

Reference PRICE PROPOSAL.

Each Proposer shall submit a Price Proposal that includes hourly billing rates for all proposed personnel classifications, billing rates for proposed subconsultants, any applicable subconsultant markups, and a detailed schedule of reimbursable expenses. Reimbursable expenses shall be limited to costs directly related to and necessary for performing the services authorized under a Task Order.

The City and the selected consultant will negotiate a scope of services, staffing plan, estimated hours, schedule, and not-to-exceed fee for each Task Order. The not-to-exceed fee shall be based on the approved hourly billing rates, subconsultant costs and applicable markups, and reimbursable expenses included in the consultant’s Price Proposal.

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

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

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

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

SCOPE OF WORK;

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

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

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

• all ProForma Submission Requirements (if required)

The Consultant may request one rate adjustment following each completed 12-month period of the Agreement. Rates shall remain firm during Year 1 and may be adjusted at the beginning of Years 2, 3, and 4. Each requested adjustment shall be limited to the lesser of the applicable increase in the Los Angeles area Consumer Price Index for All Urban Consumers (CPI-U) or three percent (3%), with a minimum adjustment of zero percent (0%). The Consultant must submit the request at least 60 days before the proposed effective date, and any adjustment shall be subject to the City’s written approval. Approved adjustments shall apply only to hourly labor rates and shall not automatically increase the not-to-exceed amount of any existing Task Order.

Cost Proposal, Staffing Plan, Hourly Rates, Reimbursable Cost Schedules

The Consultant performs the services stated in the contract based on time and materials with a not-to-exceed limit agreed upon by both Consultant and City before work begins.

The proposal shall include a cost proposal for each service of the proposal. Proposing Consultants will be required to submit certified payroll records, as required. Cost proposal shall be submitted in a separate, sealed envelope from the proposal. The City may select multiple consultants based on the total average scores assigned by all evaluators across all evaluation criteria. Cost proposals shall remain confidential and sealed until all technical proposals have been reviewed and the consultants recommended for selection have been identified. . Reference sample cost proposal in Attachment B - LAPM 10-H2.

• Specifies, at a minimum, the level of effort and hourly rate for Proposer’s key personnel/project position and a detailed breakdown of fees for each sub-consultant as an attachment.

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

5. Pre-Proposal Meeting

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

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

6. Definitions

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

https://procurement.opengov.com/portal/pasadena/projects/285967/document?section=2756336

3. Scope of Services

1. Objective

The City of Pasadena (“City”) is soliciting proposals from qualified architectural firms to establish a pool of on-call consultants to provide professional architectural services on an as-needed basis.

Services may support a wide variety of capital improvement, facility maintenance, renovation, rehabilitation, tenant improvement, modernization, adaptive reuse, historic preservation, accessibility improvement, and new construction projects.

The City intends to award to multiple architectural firms. Inclusion in the on-call consultant pool does not guarantee that a Consultant will receive a Task Order or any minimum amount of work during the term of the Agreement. The City may issue Task Orders to any prequalified Consultant based on its determination of which Consultant is best suited to perform the requested services.

Each consultant shall have at least five (5) years of demonstrated experience providing comparable services for projects of varying size, complexity, and scope. Documents requiring professional certification, signature, or seal shall be prepared and executed in accordance with applicable laws and professional licensing requirements.

The Consultant shall furnish all labor, supervision, equipment, software, transportation, materials, subconsultants, and incidentals necessary to perform the requested professional services. The Consultant shall have demonstrated experience providing architectural services for municipal agencies and public facilities of similar size and complexity.

The City reserves the right to procure professional services outside of the on-call consultant pool whenever the City determines that doing so is in its best interest.

The City will enter into a separate four-year on-call agreement with each selected consultant.

Each agreement will have a maximum contract amount of $1,000,000. This amount applies separately to each agreement and not collectively to the entire consultant pool. An agreement does not guarantee the consultant any minimum amount of work or compensation.

2. Scope of Services

The Consultant shall provide all personnel, subconsultants, equipment, software, materials, transportation, and incidentals necessary to complete the services authorized under each Task Order. The services described in this RFP represent the range of potential services that may be requested by the City and do not constitute authorization to perform any particular service. Only services expressly included in an executed Task Order and authorized through a written Notice to Proceed may be performed by the Consultant.

A. Existing Conditions Investigation

The Consultant shall perform the investigations necessary to accurately document and evaluate existing site and facility conditions. Services may include:

• Field verification and documentation of existing conditions;

• Review of available record drawings and other existing documentation;

• Verification of dimensions;

• Existing building and site documentation;

• Existing utility investigation and coordination;

• Site investigations;

• Existing conditions reports;

• Preliminary code analysis;

• Accessibility evaluations;

• Building systems evaluations;

• Facility condition assessments;

• Laser scanning, when required;

• Aerial or drone documentation, when authorized by the City;

• Survey coordination;

• Geotechnical investigation coordination; and

• Hazardous materials investigation and abatement coordination.

B. Programming and Space Planning

The Consultant shall assist the City in identifying operational, functional, and space requirements for each project. Services may include:

• Conducting stakeholder interviews;

• Facilitating programming workshops;

• Evaluating existing facility utilization;

• Developing space programs;

• Preparing adjacency diagrams;

• Developing stacking plans;

• Evaluating operational workflows;

• Developing conceptual layouts;

• Preparing furniture and equipment planning concepts;

• Identifying future expansion requirements;

• Developing departmental space requirements; and

• Preparing programming reports and recommendations.

C. Facility Assessments and Planning

The Consultant may perform assessments and planning studies to document existing conditions, identify deficiencies, establish priorities, and recommend improvements. Services may include:

• Building and facility condition assessments;

• Roof assessments;

• Accessibility and ADA assessments;

• Deferred maintenance evaluations and reports;

• Facility master plans;

• Asset management studies;

• Structural assessments;

• Building-envelope assessments;

• Mechanical, electrical, and plumbing systems evaluations; and

• Fire and life-safety assessments.

D. Feasibility Studies

The Consultant may prepare feasibility studies to evaluate potential projects and recommend a preferred course of action. Services may include:

• Site evaluations;

• Alternatives analyses;

• Renovation-versus-replacement studies;

• Adaptive reuse studies;

• Life-cycle cost analyses;

• Preliminary opinions of probable construction cost;

• Sustainability evaluations;

• Project phasing plans; and

• Operational impact analyses.

E. Schematic Design—Approximately 30 Percent

During the Schematic Design phase, the Consultant shall develop and evaluate design concepts that address the City’s program, budget, schedule, operational requirements, and applicable codes. Deliverables may include:

• Site plans;

• Floor plans;

• Building elevations and sections;

• Preliminary building systems;

• Interior design concepts;

• Landscape concepts;

• Architectural renderings;

• Three-dimensional models;

• Building-massing studies;

• Preliminary material selections;

• Preliminary structural concepts;

• Preliminary mechanical, electrical, and plumbing concepts; and

• An updated opinion of probable construction cost.

The Consultant shall attend stakeholder meetings, community meetings, public meetings, City commission meetings, and other presentations as identified in the applicable Task Order. The Consultant shall prepare presentation materials and incorporate authorized City and stakeholder comments into the design.

F. Design Development—Approximately 60 to 90 Percent

During the Design Development phase, the Consultant shall further develop the approved design and coordinate the work of all applicable disciplines, which may include:

• Architecture;

• Cost estimating;

• Code and fire-life-safety consulting;

• Interior design;

• Structural engineering;

• Civil engineering;

• Mechanical engineering;

• Electrical engineering;

• Plumbing engineering;

• Fire protection;

• Landscape architecture;

• Lighting design;

• Acoustical consulting;

• Information technology and telecommunications;

• Security systems;

• Audiovisual systems;

• Vertical transportation;

• Roofing and waterproofing;

• Accessibility;

• Sustainability;

• Energy-code compliance;

• Commissioning; and

• Utility coordination.

Design Development services may include:

• Interdisciplinary design coordination;

• Building Information Modeling (BIM) coordination;

• Clash detection;

• Value engineering;

• Constructability reviews;

• Updated opinions of probable construction cost;

• Design review meetings; and

• Code and regulatory compliance reviews.

G. Construction Documents—Approximately 95 to 100 Percent

The Consultant shall prepare complete, coordinated, permit-ready and bid-ready construction documents. Deliverables may include:

• Drawings;

• Technical specifications;

• Engineering calculations;

• Permit documents;

• Bid documents;

• Procurement and contracting requirements, when requested;

• Updated opinions of probable construction cost;

• Construction phasing plans;

• Temporary facility and continuity-of-operations plans; and

• Project-specific safety and access considerations.

The Consultant shall coordinate with applicable regulatory and permitting agencies, prepare required application materials, and respond to plan-check comments until the required approvals and permits have been obtained. The Consultant shall revise and resubmit documents as necessary to address comments from the City and reviewing agencies.

H. Bidding and Procurement Support

The Consultant shall assist the City during bidding or procurement. Services may include:

• Preparing for and attending pre-bid meetings;

• Conducting site walks;

• Responding to bidder questions and requests for information;

• Preparing addenda;

• Evaluating proposed substitutions;

• Reviewing bids or proposals;

• Preparing bid tabulations; and

• Assisting the City with its evaluation and recommendation of award.

I. Construction Administration

The Consultant may provide construction-phase services to assist the City in administering the construction contract and evaluating whether the work conforms to the Contract Documents.

Site observations performed by the Consultant shall be periodic and are not intended to constitute continuous inspection of the construction work. Continuous on-site inspection, special inspection, or deputy inspection services will be provided only when expressly included and separately authorized through an individual Task Order. The applicable Task Order shall identify the scope of such services and whether they will be performed by the Consultant, an authorized subconsultant, or a consultant separately retained by the City.

Services may include:

• Attending preconstruction meetings;

• Performing periodic site observations;

• Attending construction progress meetings;

• Reviewing shop drawings and other submittals;

• Responding to requests for information;

• Reviewing proposed change orders;

• Reviewing contractor payment applications;

• Preparing site observation and field reports;

• Coordinating testing and inspection activities;

• Preparing and verifying completion of punch lists;

• Participating in substantial and final completion inspections;

• Reviewing contractor-provided record documents; and

• Assisting with project closeout.

Unless otherwise specified in an individual Task Order or approved by the City, the Consultant shall respond to requests for information within three (3) working days and complete reviews of submittals within seven (7) working days after receipt of all required information.

J. Project Closeout and Warranty Support

The Consultant shall assist the City with project closeout and warranty administration. Services may include:

• Assisting with final acceptance;

• Preparing record drawings for all applicable disciplines based on contractor-provided marked-up documents and other available project information;

• Delivering final electronic files;

• Reviewing operation and maintenance manuals;

• Compiling warranty documentation;

• Coordinating staff training;

• Participating in warranty walkthroughs; and

• Conducting a one-year warranty inspection.

K. Specialized and Supplemental Services

When authorized by the City through a Task Order, the Consultant may provide specialized or supplemental services, including:

• Historic-preservation services may include, as applicable:

o Preparing historic structure reports;

o Evaluating and developing designs consistent with the Secretary of the Interior’s Standards for the Treatment of Historic Properties;

o Applying the California Historical Building Code;

o Providing technical information and design support necessary to address historic-resource requirements under the California Environmental Quality Act;

o Coordinating with the City’s historic-preservation staff and supporting applicable City historic-preservation reviews and approvals;

o Preparing Historic American Buildings Survey or Historic American Engineering Record documentation; and o Coordinating historic-preservation requirements with the architectural design, engineering disciplines, environmental consultants, regulatory agencies, and other project participants.

• Adaptive reuse planning and design;

• Accessibility consulting;

• Security assessments;

• Sustainability consulting;

• Leadership in Energy and Environmental Design (LEED) support;

• CALGreen compliance;

• Building Information Modeling;

• Commissioning coordination;

• Independent peer reviews;

• Owner’s representative services;

• Design-Build bridging documents;

• Construction Manager at Risk support services;

• Public outreach and engagement support;

• Grant application and administration support; and

• Emergency response services.

L. Cost Estimating and Budget Control

When required by an individual Task Order, the Consultant shall prepare and update opinions of probable construction cost at the project milestones identified by the City. Each estimate shall be prepared at a level of detail appropriate to the applicable phase of design and shall include, as applicable:

• Estimated quantities and unit costs;

• The basis and source of pricing information;

• Anticipated cost escalation and the assumptions used to calculate escalation;

• Design and construction contingencies, identified separately;

• Allowances for items that have not been fully defined;

• Assumptions and exclusions affecting the estimate; and

• A comparison of the estimate to the approved project budget and the previous estimate.

The Consultant shall reconcile each updated estimate with the approved project budget, identify and explain material variances, and recommend appropriate measures to address anticipated budget impacts. The Consultant shall promptly notify the City if the estimated project cost exceeds or is anticipated to exceed the approved project budget.

M. Environmental Review Coordination and Support

When authorized through an individual Task Order, the Consultant may assist the City and its separately retained environmental consultants in supporting review under the California Environmental Quality Act and other applicable environmental requirements. Such assistance may include:

• Preparing project descriptions;

• Providing plans, drawings, and other technical project information;

• Developing and evaluating design alternatives;

• Providing project phasing and anticipated construction information;

• Responding to questions from the City, environmental consultants, and reviewing agencies; and

• Preparing design revisions necessary to support the environmental review process.

Preparation of California Environmental Quality Act documents or environmental technical studies is not included in the Consultant’s scope unless expressly authorized through an individual Task Order. Historic-preservation services shall remain separately identified and may be authorized independently under the applicable Task Order.

3. Anticipated Projects and Facilities

Projects may include, but are not limited to:

• Renovations and tenant improvements;

• Space planning;

• New buildings and facilities;

• Additions to existing structures;

• Historic preservation;

• Adaptive reuse;

• Americans with Disabilities Act (ADA) improvements;

• Seismic retrofits;

• Facility modernizations;

• Roof replacement projects;

• Building-envelope repairs;

• Building and facility condition assessments;

• Emergency repairs; and

• Temporary facilities.

Services may be required for the following types of City-owned or operated facilities:

• Administrative and municipal service buildings;

• Community centers;

• Libraries;

• Parks and recreation facilities, including restroom buildings;

• Public safety and emergency-response facilities, including fire and police stations;

• Transit facilities;

• Parking structures;

• Corporation yards; and

• Maintenance facilities.

Projects may utilize various delivery methods, including Design-Bid-Build, Construction Manager at Risk (CMAR), Design-Build Bridging, Progressive Design-Build, Job Order Contracting (JOC), or other delivery or procurement methods selected by the City.

4. Task Order Procedures

Services shall be authorized through individual Task Orders issued by the City. Each Task Order will identify the project-specific scope of services, schedule, budget, required deliverables, and any special project requirements.

Upon the City’s request, the Consultant shall submit a Task Order Proposal containing, at a minimum, the following information, as applicable:

• Project understanding;

• Detailed scope of services;

• Technical approach;

• Required deliverables;

• Staffing plan and organizational chart;

• Project schedule and milestone dates;

• Not-to-Exceed fee proposal;

• Breakdown of labor hours by staff member or classification;

• Applicable hourly billing rates;

• Identification of proposed subconsultants;

• Subconsultant scopes of work and cost proposals;

• Proposed reimbursable expenses;

• Assumptions and exclusions;

• Identified risks and constraints;

• Quality Assurance/Quality Control Plan;

• Communication and coordination plan;

• Proposed digital deliverables; and

• Optional services, when requested by the City.

The City may negotiate the final scope of services, schedule, deliverables, staffing, and compensation with the selected Consultant before issuing a Task Order and Notice to Proceed.

No services shall commence until the applicable Task Order has been fully executed and the City has issued a written Notice to Proceed. The Consultant shall not perform services outside the expressly authorized scope without the City’s prior written authorization.

5. City Responsibilities

For each Task Order, the City will:

• Designate a City Project Manager who will serve as the Consultant’s primary point of contact and coordinate City reviews, comments, decisions, and approvals;

• Provide the Consultant with reasonable access to applicable City facilities and project sites, subject to City security, safety, scheduling, and operational requirements;

• Provide available record drawings, reports, studies, surveys, and other existing project information in the City’s possession. The Consultant shall review and verify such information as appropriate for the services authorized under the Task Order;

• Review Consultant submittals and provide decisions, approvals, and consolidated comments within the review periods established in the applicable Task Order; and

• Pay applicable plan-check, permit, utility connection, and regulatory or agency fees, unless otherwise specified in the applicable Task Order.

Each Task Order shall identify whether land surveying, geotechnical investigation, hazardous-material assessment, materials testing, and special-inspection services are required and whether those services will be retained by the Consultant or separately by the City. Unless otherwise specified in the applicable Task Order, the City will separately retain and pay for these services, and the Consultant shall coordinate its work with the City’s specialty consultants.

If the City directs the Consultant to retain any of these specialty consultants, their scope of services, schedule, and compensation shall be included in the applicable Task Order.

6. Task Order Selection

For each Task Order, the City may select the consultant it determines is best suited to perform the requested services based on relevant experience and expertise, assigned personnel, availability, past performance, ability to meet the required schedule, and a fair and reasonable fee, as well as the nature, complexity, and specific requirements of the assignment. The City is not required to offer Task Orders to consultants based on their rankings from the RFP selection process.

7. Compensation

Compensation for each Task Order shall be negotiated on a Not-to-Exceed basis unless another compensation method is authorized by the City. No additional services shall be performed, and no additional compensation shall be paid, without the City’s prior written authorization.

8. Quality Assurance and Quality Control

The Consultant shall establish and maintain a documented Quality Assurance/Quality Control (QA/QC) Program throughout the term of the Agreement. Before each major submittal, the Consultant shall conduct an independent technical review to verify:

• Completeness and accuracy;

• Interdisciplinary coordination;

• Constructability;

• Compliance with applicable codes and regulations; and

• Consistency with City standards and project requirements.

The Consultant shall correct identified errors, omissions, inconsistencies, and coordination conflicts before submitting deliverables to the City.

9. Project Management

The Consultant shall provide project-management services appropriate to the scope, complexity, schedule, and budget of each Task Order. Project-management responsibilities may include:

• Preparing, maintaining, and updating project schedules, including milestones, critical activities, deliverable dates, and required City review periods;

• Tracking expenditures, labor hours, subconsultant costs, and remaining fee against the authorized not-to-exceed amount;

• Providing periodic progress reports summarizing completed work, upcoming activities, schedule and budget status, outstanding decisions, risks, and required City actions;

• Preparing and distributing meeting agendas, minutes, action items, and follow-up assignments within the timeframes established by the City or the applicable Task Order;

• Maintaining decision logs and risk and issue logs that identify responsible parties, required actions, due dates, status, and resolution;

• Coordinating architectural work with all applicable engineering disciplines, specialty consultants, subconsultants, City departments, regulatory agencies, and other project participants; and

• Maintaining document-control procedures for file naming, version control, revisions, transmittals, distribution, storage, and archiving of project records and deliverables.

The Consultant shall promptly notify the City of any condition that may affect the authorized scope, schedule, budget, or quality of the work and shall recommend appropriate corrective actions.

10. Deliverables

Unless otherwise directed by the City or specified in an individual Task Order, the Consultant shall provide deliverables in PDF and their original, editable, native electronic formats.

Required formats may include, but are not limited to:

• AutoCAD (.dwg);

• Revit (.rvt);

• Microsoft Word;

• Microsoft Excel;

• PDF;

• Native calculation files;

• Technical specifications;

• Cost estimates;

• Presentation materials;

• Renderings; and

• Geographic Information System (GIS) files, when applicable.

All electronic files shall be complete, properly organized, and compatible with the software versions and file-naming conventions specified by the City.

4. General Requirements

1. Standard terms and conditions

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

2. Firm commitment of availability of service

Once a proposal is opened, a PROPOSER is expected to maintain an availability of service as set forth in its proposal for at least four months after date for opening proposals.

3. Reservations

The City reserves the right to reject any or all bids or proposals and any item or items therein, and to waive any non conformity of proposals with this RFP, whether of a technical or substantive nature, as the interest of the City may require.

4. Documents to be construed together

The Request for Proposal (RFP), the Proposal, the Non Collusion Affidavit, and all documents referred to in the complete specifications and the Contract to be entered into between the Contractor and the City, and all modifications of said documents, shall be construed together.

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

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

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

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

7. Request for Proposal (RFP) quantities:

The quantities contained in the RFP documents are approximate only and are for the sole purpose of comparing proposals. The City may, in accordance with the specifications, request additional 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 services actually provided as determined by the City and accepted at the unit prices noted in the proposal.

8. CHANGE ORDER MANAGEMENT

CHANGE ORDER MANAGEMENT Any additional work identified during the course of the project that is deemed necessary, but outside the original Scope of Services, must be recorded as a Change Order and approved by the City Project Manager in writing before work is started.

9. Taxpayer Protection Act

Under the provisions of the City of Pasadena Taxpayer Protection Act ("TPA"), the Contractor/Organization will be considered a "recipient of a public benefit." The full provisions of the TPA are set forth in Pasadena City Charter, Article XVII. Under the TPA, City public officials who approve this Contract are prohibited from receiving specified gifts, campaign contributions or employment from Contractor for a specified time. As well, if this Contract is to be approved by the City Council, Councilmembers or candidates for Council are prohibited from receiving campaign contributions during the time this Contract is being negotiated (from the due date for an RFP response until award of a contract; this restriction does not apply to competitive and noticed low bid contracts). This prohibition extends to individuals and entities that are specified in the TPA and includes Contractor/Organization and its trustees, directors, partners, corporate officers and those with more than a 10% equity, participation, or revenue interest in Contractor/Organization. Contractor/Organization understands and agrees that: (A) Contractor/Organization is aware of the TPA; (B) Contractor/Organization will complete the forms provided by the City to identify all of the recipients of a public benefit specified in the TPA;

and (C) Contractor/Organization will not make any prohibited gift, campaign contribution or offer of employment to any public official who negotiated and/or approved this Contract, and will not make any prohibited campaign contribution during the time this contract is being negotiated. The Contractor shall submit a copy of the completed TPA form to the City Clerk’s Office if the contract is to be awarded by the City Council via e-mail: OfficialRecords- CityClerk@Cityofpasadena.net or by fax: (626) 744-3921, and submit a copy with the response package. For more information please go to: https://www.cityofpasadena.net/city-clerk/disclosure-reportsax-payer-protection-act-tpa/

10. CONFLICT OF INTEREST STATEMENT ** REVIEW

The proposing Consultant shall disclose any financial, business or other relationship with the City of Pasadena that may have an impact upon the outcome of the contract or any construction project. The Consultant shall also list current clients who may have a financial interest in the outcome of this contract or the construction project that will follow. The proposing Consultant shall disclose any financial interest or relationship with any construction company that might submit a bid on the construction project related to this solicitation. Proposers must complete and submit the following Form: Conflict of Interest Statement

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

The Levine Act precludes an officer of a local government agency, including an elected official, from participating in the award of a contract if he or she receives any political contributions totaling more than $500 in the 12 months preceding the pendency of the contract award, and for 12 months following the final decision, from the person or company awarded the contract.

Proposers should ensure their employees, agents, and consultants are aware of the requirements of the Levine Act before the proposal is submitted, so as to avoid inadvertent violations.

12. Payment of Subcontractors, Suppliers, and Workers

The Prime Contractor shall be solely responsible for the payment of all subcontractors, suppliers, laborers, and any other persons or entities employed in connection with the performance of this Contract.

The City shall have no obligation to pay, or to ensure the payment of, any subcontractors, suppliers, or workers directly. The Prime Contractor shall ensure timely and full payment in accordance with all applicable laws, including but not limited to California Public Contract Code §§ 10262 and 10262.5 and Labor Code § 218.7.

Failure to comply with this requirement may result in the withholding of payments, imposition of penalties, and/or other remedies available under the Contract and applicable law.

The Prime Contractor shall also include in all subcontracts a provision requiring subcontractors to pay their lower-tier subcontractors and suppliers in a timely manner consistent with this section.

13. RFP not contractual

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

5. 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 selected bidders or proposers may be required to submit documentation during the term of the contract to evidence on going compliance with the City’s Equal Opportunity Practices Provisions. Such documentation may include, but not be limited to certified payroll records and Current Permanent Workforce Utilization reports.

Required Forms – Each bidder or proposer must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless bidder or proposer has an approved Form on file with the City.

Questions regarding Chapter 4.08 of the Pasadena Municipal Code and regulations adopted pursuant thereto should be directed to the Department of Finance, Purchasing Division 626.744.6755.

3. Declaration of Non-Collusion by Contractor

This form is only applied for formal solicitations $75,000 or more. The City requires that each bidder or proposer executes and submits to the City with the Bid/Proposal, the attached Declaration of Non Collusion in the section named "Submittals/Checklist."

4. SAMPLE CONTRACT

A sample of the contract that each selected Proposer will be required to enter into with the City is attached hereto and incorporated herein by this reference as part of this solicitation. The sample contract and each Agreement resulting from this solicitation shall conform to California Civil Code section 2782.8, as applicable to design professional services.

5. CHANGE ORDER MANAGEMENT

Any additional work identified during the course of the project that is deemed necessary, but outside the original Scope of Services, must be recorded as a Change Order and approved by the City in writing before work is started.

6. Local Preferences

The City of Pasadena is committed to promoting the economic health and well being of its residents. To this end, contractor agrees to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions that result from the performance of this contract and which are performed within the City.

7. Pasadena Business License

Awarded bidder or proposer may be required to obtain and pay for any required business license under Title 5 of the Pasadena Municipal Code.

• If the business will not come into the City for the purpose of providing services for this contract they are not required to obtain a business license.

• If the business will only be coming into the city no more than 10 times to work on projects, they are charged 33% of the annual tax (Pasadena Municipal Code Section 5.04.130C)

• If they come into the City more…