On-Call_Telecommunications_Facilities_Entitlement_Case_Assessment_and_Management_Services.pdf

REQUEST FOR PROPOSALS

ON-CALL TELECOMMUNICATIONS FACILITIES

ENTITLEMENT CASE ASSESSMENT AND MANAGEMENT

SERVICES

FOR THE

PUBLIC WORKS DEPARTMENT, ENGINEERING

CITY OF PASADENA, CALIFORNIA

Request for Proposals - On-Call Telecommunications Facilities Entitlement Case Assessment and Management Services Release Date: Monday, August 24, 2026

Attachments:

A - MASTER SERVICES CONTRACT

B - PROFESSIONAL_SERVICES_INSURANCE_REQUIREMENTS

D - DISQUALIFICATION_DISCLOSURE (4)

E - REQUIRED FORMS - AAs - SIG-LEGAL-STATUS - DECLARATION OF NONCOLUSION 08022024 v2

F - RELEVANT EXPERIENCE FORM

H - CONFLICT_OF_INTEREST (5)

I - Pasadena_Taxpayer_Protection_Amendment_Disclosure (2) N - DESIGNATED REPRESENTATIVESdocx O - Civil_Litigation_History_Certification_(2)_(1)

P - IDENTITY_CONFIRMATION,_INCUMBENCY,_CERT_OF_SEC_OF_CORP,_AND_RESOLUTION

Release Date: Monday, August 24, 2026

1. Introduction

1. Summary

The City is seeking qualified consulting firm(s) to perform services on the application review, permitting, inspection, and overall project and construction management aspects of telecommunication facilities installation within the public right of way on an as-needed basis.

The services performed shall be in conformance with Pasadena Municipal Code (PMC) Chapter 12.22, Telecommunications Facilities. The scope of work may include but is not limited to the permit applications and construction drawings review; coordination and processing through permit issuance; and related inspection and construction management for telecommunication facilities installation. All work shall be in accordance with PMC Chapter 12.22 and all applicable City and Federal Communications Commission (FCC) standards. Under supervision by City Staff, the consultant(s) shall take the lead role in all project management from permit applications submittal through completion of construction. All work shall comply with time regulations as governed by FCC shot clocks.

The City does not guarantee any minimum amount of work, number of assignments, or hours under this on-call agreement, and services will be requested solely at the City’s discretion as needs arise.

2. Background

The City of Pasadena is an ethnically diverse community that is home to approximately 142,017 people. Pasadena is the ninth-largest city in Los Angeles County. It is one of the primary cultural centers of the San Gabriel Valley. The City covers approximately 22.5 square miles, with an average of ten residents per acre. The median age of its residents is approximately 36.9 years.

There are over 100,000 jobs in a wide variety of industries in the City of Pasadena.

The City of Pasadena is seeking the services of qualified firm(s) to provide As-Needed services for Telecommunication Facilities Permit Processing and Construction Management and Inspection in the Public Right-of-Way. Applications with construction drawings shall be reviewed and processed for compliance with the Pasadena Municipal Code (P.M.C.) Chapter 12.22 - Telecommunication Facilities in the Public Right-of-way, and all applicable City and Federal Communications Commission (FCC) standards and requirements. All review and response timelines are strictly governed by the FCC shot clock regulations. In addition, the qualified firm(s) shall also be representing the City to perform all telecommunications facilities permit related inspection and construction management services. For reference, the average annual number of permits processed over the last two years was 25. However, it is anticipated that there will be an increase in both submittals and construction activities based on inputs from various telecommunications carriers.

The City does not guarantee any minimum amount of work, number of assignments, or hours under this on-call agreement, and services will be requested solely at the City’s discretion as needs arise.

Release Date: Monday, August 24, 2026

3. Contact Information

Deadline for Questions

The deadline to submit questions related to this solicitation is Monday, September 7, 2026, prior to 5:00 pm.

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

Project Contact:

Yannie Wu-Bowman Principal Engineer Email: ywu-bowman@cityofpasadena.net Phone: (626) 744-3762 Procurement Contact:

Antonio Watson Project Manager Email: awatson@cityofpasadena.net Phone: (626) 744-8382 Department:

Public Works Department, Engineering

4. Timeline

Release Project Date August 24, 2026

Question Submission Deadline September 7, 2026, 5:00pm

Proposal Submission Deadline September 14, 2026, 3:00pm mailto:ywu-bowman@cityofpasadena.net tel:(626)744-3762 mailto:awatson@cityofpasadena.net tel:(626)744-8382

Release Date: Monday, August 24, 2026

2. Scope of Work

1. Scope of Work

The City of Pasadena is seeking a qualified consulting firm to evaluate the technical aspects of telecommunication facilities applications in the public right-of-way, in conformance with Pasadena Municipal Code (PMC), Chapter 12.22, Telecommunications Facilities, as available online at:

https://library.https://library.municode.com/ca/pasadena/codes/code_of_ordinances?nodeId=TI

T12STSI_CH12.22TEFA

In accordance with PMC Chapter 12.22.110(J), Installation Standards Applicable to all Telecommunications Facilities; “At the discretion of the director, the applicant may be required to provide an authorization to permit the City to hire an independent, qualified Consultant to evaluate any technical aspect of a proposed wireless telecommunications facility, including, but not limited to, issues involving radio frequency emissions, alternative designs, and alternative sites. Any authorization for this purpose shall include a deposit to cover all reasonable costs associated with the consultation. Any proprietary information disclosed to the City or the Consultant is deemed not to be a public record, and shall remain confidential and not to be disclosed to any third party without the express consent of the applicant, unless otherwise required by law”.

In addition, the each case shall be processed in accordance with the Pasadena - Telecommunications Facilities (PROW) Permit Application

The City does not guarantee any minimum amount of work, number of assignments, or hours under this on-call agreement, and services will be requested solely at the City’s discretion as needs arise.

The scope of work may include, but is not limited to:

Project Management with Timely Permit Review and Processing

• Review the application documents, including construction drawings and structural calculations, for compliance with installation guidelines per PMC and Pasadena Telecommunications Facilities (PROW) Permit Application and other applicable standards;

• Distribute the application documents to and coordinate with the relevant authorities and other consultants for separate review on technical reports such as coverage map, site justification, and radio frequency study;

• Compile all comments based on the reviews and assist in the preparation of City's responses such as Notices of Incomplete and/or Decision Letters;

• Coordinate with applicants on application notice preparation and site posting and/or mail distribution;

https://library.municode.com/ca/pasadena/codes/code_of_ordinancesnodeId=TIT12STSI_CH12.22TEFA https://library.municode.com/ca/pasadena/codes/code_of_ordinances?nodeId=TIT12STSI_CH12.22TEFA https://library.municode.com/ca/pasadena/codes/code_of_ordinances?nodeId=TIT12STSI_CH12.22TEFA https://www.cityofpasadena.net/public-works/wp-content/uploads/sites/29/Pasadena-Telecommunications-Facilities-PROW-Permit-Application.pdf?v=1786125708828 https://www.cityofpasadena.net/public-works/wp-content/uploads/sites/29/Pasadena-Telecommunications-Facilities-PROW-Permit-Application.pdf?v=1786125708828

Release Date: Monday, August 24, 2026

• Provide project tracking, including monitor timeline to insure application is processed within the timeline governed by City, Federal and State Laws;

• Assist in the preparation of responses to applicants;

• Assist in the preparation of a draft Notice of Exemption (NOE) and the coordination of Environmental Coordinator;

• Assist in the preparation of entitlement permit.

Construction Management and Inspection - (installation of approved project under separate construction permit)

• Oversee construction activities, manage daily activities, and address construction issues;

• Conduct pre-construction meetings for each project and subsequent progress meetings as necessary;

• Oversee and manage construction schedule;

• Manage the work of Construction Inspectors;

• Provide project coordination with the Permittee Contractor, City, utility companies, public and other project stakeholders;

• Provide regular construction updates to all parties involved;

• Monitor and ensure compliance with permits, approved drawings. and all other applicable standards;

• Accept, coordinate, review, recommend, and approve material or other submittals;

• Provide as-builts drawings and final report for project close out.

• Review approved plans, permit requirements, and all related specifications to determine if there are any discrepancies that may take place during construction. Relay these discrepancies to the Construction Manager, Applicant Contractor, and the City.

• Pre-construction meeting and photo documentation.

• Coordinate construction activities with the Contractor, City staff, including Public Works, Water & Power, the Police and Fire Departments, affected business or neighborhood groups, utility companies, and other affected stakeholders.

• Ensure project construction is in accordance with approved drawings, City standards, the Greenbook and all other applicable standards.

• Participate in public outreach activities.

• Coordinate construction activities including temporary parking restrictions, temporary traffic control, partial road closures, etc.

• Keep detailed daily inspection reports including report number, date, weather, temperature, description of construction activities, photographs, materials, and other pertinent information. Daily inspection reports will be provided to the City.

Release Date: Monday, August 24, 2026

• Inspect and observe contractor’s equipment for safety, noise rating and compliance, dust control, and graffiti in accordance with permit conditions and approved drawings.

• Verify compaction, material tickets, quantity of material, temperature of pavement, contractor’s quality of workmanship, means and methods, survey grades, and accurately document in daily reports.

• Observe any Best Management Practices document and report deficiencies, and provide feedback when problems become apparent.

• Attend all project meetings, including pre-construction, field, and progress meetings.

• Prepare a punch lists towards the completion of the project and close out accordingly.

2. Project Tasks and Deliverables

Project Management with Timely Permit Review and Processing

1. Application Review and Compliance Documentation

• Completed review of application packages, construction drawings, structural calculations, and supporting documentation for compliance with the Pasadena Municipal Code (PMC), Pasadena Telecommunications Facilities (PROW) Permit Application requirements, installation guidelines, and other applicable standards.

• Written review comments identifying incomplete, deficient, or non-compliant application items.

2. Technical Review Coordination

• Distribution and coordination of application materials with appropriate City departments, reviewing authorities, and specialty consultants.

• Coordination and tracking of technical reviews, including coverage maps, site justification, radio frequency studies, and other required technical documentation.

• Consolidated comments from all applicable reviewing parties.

3. Application Processing and Correspondence

• Draft Notices of Incomplete, Decision Letters, and other application-related correspondence for City review and approval.

• Draft responses to applicant inquiries and submittals, as requested by the City.

• Documentation of applicant coordination and resolution of outstanding review comments.

4. Public Notice and Posting Coordination

• Review and coordination of required application notices.

• Documentation confirming required site posting and/or mailing distribution has been completed in accordance with applicable requirements.

Release Date: Monday, August 24, 2026

5. Project Tracking and Schedule Management

• Current project/application tracking log documenting application status, key review dates, outstanding items, responsible parties, and required actions.

• Monitoring and documentation of applicable processing deadlines to support compliance with City requirements and applicable Federal and State laws.

• Periodic status reports identifying upcoming deadlines, outstanding issues, and actions required to maintain the processing schedule.

6. Environmental Review Support

• Draft Notice of Exemption (NOE), when applicable.

• Supporting documentation and coordination with the City's Environmental Coordinator through completion of the required environmental review process.

7. Entitlement Permit Documentation

• Draft entitlement permit and associated conditions of approval, as applicable.

• Final permit documentation incorporating City comments and required revisions.

Construction Management and Inspection

1. Pre-Construction Review and Documentation

• Review of approved plans, permits, specifications, conditions of approval, and applicable City requirements prior to construction.

• Written identification and documentation of discrepancies or potential construction conflicts requiring resolution.

• Pre-construction meeting agenda, meeting documentation, and photographic record of existing site conditions.

2. Construction Management and Coordination

• Construction management and oversight throughout the duration of each assigned project.

• Construction schedule monitoring and updates.

• Coordination with the Permittee/Contractor, City departments, utility companies, businesses, neighborhood groups, the public, and other affected stakeholders.

• Documentation of construction coordination activities, issues, resolutions, and required follow-up actions.

• Regular construction status updates provided to the City.

3. Construction Meetings

• Conduct and/or attend pre-construction, field, progress, and other project meetings as required.

Release Date: Monday, August 24, 2026

• Meeting agendas, notes, action items, and follow-up documentation, as requested by the City.

4. Construction Inspection and Daily Reports

• Daily inspection reports documenting, as applicable, report number, date, weather and temperature, construction activities, labor and equipment, photographs, materials, quantities, testing, workmanship, field conditions, deficiencies, and other pertinent information.

• Documentation verifying compliance with approved plans, permits, City standards, the Greenbook, and other applicable requirements.

• Documentation of observed equipment safety and compliance, noise, dust control, graffiti, and other permit conditions.

• Documentation of compaction, material tickets, material quantities, pavement temperatures, survey grades, workmanship, and other applicable construction requirements.

5. Quality, Compliance, and Best Management Practices Monitoring

• Documentation of construction deficiencies, non-compliant work, and corrective actions.

• Monitoring and documentation of applicable Best Management Practices (BMPs), including identified deficiencies and recommended corrective actions.

• Verification and documentation of corrective work through resolution.

6. Submittal and Material Review

• Review and disposition recommendations for material submittals, shop drawings, product information, and other construction-related submittals, as applicable.

• Submittal tracking documentation showing status, comments, required revisions, and final disposition.

7. Traffic, Parking, and Public Coordination

• Coordination and documentation of temporary traffic control, parking restrictions, partial roadway closures, and other construction-related impacts.

• Support for public outreach and coordination with affected businesses, residents, neighborhood groups, and other stakeholders, as required.

8. Construction Closeout

• Punch list identifying incomplete, deficient, or corrective work required prior to project acceptance.

• Documentation confirming completion or resolution of punch-list items.

• Record/as-built drawings reflecting completed improvements.

Release Date: Monday, August 24, 2026

• Final construction report summarizing construction activities, significant issues and resolutions, inspection documentation, compliance status, and project completion.

• Complete project closeout documentation submitted to the City.

Release Date: Monday, August 24, 2026

3. Evaluation Criteria

Evaluation of the proposals will be based on a competitive selection process, in which the evaluation of proposals will not be limited to price alone. The capability of the proposer to satisfy the City requirements identified in this solicitation, and the experience of the proposer in providing services of this type, size and scope will also be considered in the selection. A minimum of five (5) years of experience providing similar services is required.

This RFP has been structured to provide specific requirements which function as a standardized framework for the evaluation. The weighted scoring prioritizes the factors most important for this solicitation. A winner will be chosen based on the Total Average points of all evaluators across all scoring factors.

The City, in consultation with the selection panel, reserves the right to reject any and all proposals. The selection panel will grade and score responsive proposals with the following criteria and weights: The competitive selection evaluation criteria are as follows:

Release Date: Monday, August 24, 2026

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications and Experience Provide a pertinent information of overall company qualification and experience in the review and analysis of telecommunication facilities in regards to radio frequency emission, coverage analysis, justification studies, alternative sites analysis, compliance with Federal and state rules; as well as in the design, project / permit management, inspection, and construction management in the field of civil and structural engineering within public right of way, specifically for streetlight and traffic signal system designs, curb ramp designs, and Americans with Disabilities Act standards.

Points Based 15 (15% of Total)

2. Resume of Key Personnel Name and detailed resume of key personnel including Project and Construction Manager(s) and Inspection Staff, whom Proposer intends to use to work on the City’s entitlement case assignments, showing educational background, professional licenses and certifications, years of relevant experience, and assignment experience including expertise in all areas where Proposers could assist with the processing of case applications and inspections under City and Federal Commissions Commission (FCC) code and standards for telecommunications Facilities, in the field of civil and structural engineering within public right of way specifically for streetlight and traffic signal system designs, curb ramp designs, and Americans with Disabilities Act (ADA) standards.

Points Based 25 (25% of Total)

3. Experience Working With Municipalities Proposers shall include pertinent experience working with the City of Pasadena, and /or other municipalities under similar consulting capacities and functions for the past five (5) years. Demonstrate the relevance and similarity of the projects presented, including scope and complexity, services performed, contract value and duration, successful project delivery, and demonstrated familiarity with municipal permitting processes and construction within the public right-of-way.

Points Based 20 (20% of Total)

Release Date: Monday, August 24, 2026

4. Time Commitment and Availability Proposer shall include present workload of the designated key personnel, and scheduled time for completion of their current project(s).

Proposer shall acknowledge the importance of and oblige to complying with FCC shot clock guidelines for case application reviews, and demonstrate how the assigned team members can efficiently and effectively organize workloads to handle influx of multiple applications and consequent permitted construction inspections during peak seasons.

The quantity of case intake cannot be guaranteed by the City; as any contract will be set up on an on-call and as-needed basis.

Points Based 10 (10% of Total)

5. Fee Proposal Fee Proposal shall be two itemized flat fees mainly based on two categories: (1) project management and case application review at each specific location including initial submittal and up to two resubmittals; and (2) construction management and inspection for each case. The scope of work shall be based on the information as outlined in this RFP as well as the details shown on Pasadena Telecommunications Facilities (PROW) Permit Application. The total fee for each assignment shall be the sum of Categories (1) and (2). For comparison purpose, the fees for services performed for Categories (1) and (2) aforementioned shall apply to the proposed installation of telecommunication facilities onto an existing streetlight pole which requires a comparable replacement pole, new pullbox and electrical connection to power vault, and a new adjacent ADA ramp design.

The proposal with the lowest cost receives the maximum points allowed. All other proposals receive a percentage of the points available based on their cost relationship to the lowest price. This is determined by applying the following formula:

Lowest Price / Evaluated Price X maximum points available = Awarded Points

Example: The cost for the lowest proposal is $100,000. The next lowest proposal has a cost of $125,000. The total points available for cost = 10 points.

( $100,000 / $125,000 ) X 10 = 8 points

Points Based 10 (10% of Total)

Release Date: Monday, August 24, 2026

6. References Proposer shall provide a minimum of three (3) references from similar consulting contracts with comparable municipalities. The references shall include Name, Company, position, title, current phone number and email address with direct knowledge of similar projects. Points will be assigned for Demonstrated Capability on Similar Recent Contracts.

Points Based 10 (10% of Total)

7. Local Pasadena Business To be awarded a 5% point preference for this category, the proposer must have an official business address within the City of Pasadena at the time that this RFP is posted on the City’s Website.

Points Based 5 (5% of Total)

8. Small or Micro-Business To be awarded a 5% point preference for this category, the proposer must provide evidence of certification by the State of California as a small or micro-business. Refer to the State of California Department of General Services Division for further information.

https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

Points Based 5 (5% of Total) https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Register-Apply-or-Renew-a-Small-Business-and-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Register-Apply-or-Renew-a-Small-Business-and-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Register-Apply-or-Renew-a-Small-Business-and-Disabled-Veteran-Business-Enterprise https://caleprocure.ca.gov/pages/sbdvbe-index.aspx https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

Release Date: Monday, August 24, 2026

4. Review and Award Recommendation Process

1. Review and Award

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

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

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

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

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

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

2. Separate Review of Technical, and Price Proposals

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

3. On Call Award Recommendation

The City reserves the right to award one or multiple contracts to provide the services associated with this RFP. There is no guarantee of usage, and orders will be placed on an as needed basis.

https://procurement.opengov.com/portal/pasadena/projects/287800/document?section=undefined

Release Date: Monday, August 24, 2026

Thereafter, the City will utilize the following procedures for services detailed in this RFP.

1. For each task order to be fulfilled, regardless of the size, the City shall make its first attempt to the highest scoring proposer only.

2. The City will submit a written order of services to be fulfilled by the highest scoring proposer.

3. If the highest scoring proposer is unable to fulfill part or all of the task order according to the scope of work in this RFP, the City will make an order of the portion of services that cannot meet requirements from the next highest scoring proposer.

Release Date: Monday, August 24, 2026

5. 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 3:00 pm on Monday, September 14, 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 30 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/287800/document?section=2773674 https://procurement.opengov.com/portal/pasadena/projects/287800/document?section=2773684 https://procurement.opengov.com/portal/pasadena/projects/287800/document?section=2773674

Release Date: Monday, August 24, 2026

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.

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.

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

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

Reference PRICE PROPOSAL.

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

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

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

performance of each and every portion of the work https://procurement.opengov.com/portal/pasadena/projects/287800/document?section=undefined

Release Date: Monday, August 24, 2026

• 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)

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/287800/document?section=2773676

Release Date: Monday, August 24, 2026

6. 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. RELEVANT EXPERIENCE

• Civil Engineering staff licensed with the State of California, with expertise knowledge and experience especially in streetlight and traffic signal system designs and structural integrity elements within public right-of-way. Review and expertise in specific telecommunications technical reports such as coverage map, site justification, and radio frequency study is NOT part of the scope of this RFP.

• Project Management staff with utmost responsiveness to all permit application reviews and coordination within the FCC timeline, and in accordance with PMC 12.22 and Pasadena - Telecommunications Facilities (PROW) Permit Application (Attachment B). Working experience with Attachment B is not deemed an evaluation criteria.

• Construction Management and Inspection staff to represent the City in construction permit inspection and related coordination of approved telecommunications facilities installation on streetlight poles, traffic signal poles and utility poles, and related conduit and pullbox connections.

• Supplement City Staff with various aspects of construction management; including but not limited to constructability review, contract management including processing submittals and RFI’s, construction inspection, special inspection, material sampling and testing, and compliance with City and Federal requirements.

• Maintain and keep accurate records for all permits, inspections, outreach and as-built drawings for permitted work in compliance with City standards.

4. 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.

5. Documents to be construed together

Release Date: Monday, August 24, 2026

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.

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

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

7. 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.

8. 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.

9. Price Adjustment Clause

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 City accept price increases, which exceed the rate of the then current Consumer Price Index (C.P.I.) "All items in Los Angeles-Long Beach- Anaheim, CA, all urban consumers, not seasonally adjusted" for the latest available preceding 12 month period. The percentage increase shall be a 12 month percentage increase for the first month of the subsequent contract year(s).

10. 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.

11. Taxpayer Protection Act

Release Date: Monday, August 24, 2026

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/

12. 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

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

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

14. Payment of Subcontractors, Suppliers, and Workers

Release Date: Monday, August 24, 2026

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.

Release Date: Monday, August 24, 2026

7. 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

Release Date: Monday, August 24, 2026

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

5. CHANGE ORDER MANAGEMENT

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

6. Local Preferences

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

7. Pasadena Business License

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

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

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

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

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

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

8. Invoice Submission Portal

Invoice Submission Portal https://www.cityofpasadena.net/finance/licenses/business-licenses/

Release Date: Monday, August 24, 2026

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

How to submit invoices to the City of Pasadena?

Create an account: Visit the City’s Invoice Submission website:

https://invoice.cityofpasadena.net/ and select “Create Account”

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

9. Acceptance of Conditions

By submitting a…