PEACH_Collaborative_(Addendum_#5_Revision).pdf

REQUEST FOR PROPOSALS

FURNISH AND DELIVER

PEACH COLLABORATIVE

FOR THE

PUBLIC HEALTH DEPARTMENT

CITY OF PASADENA, CALIFORNIA

Request for Proposals - PEACH Collaborative Release Date: Wednesday, December 14, 2022

Attachments:

A - Master Services Contract

B - RELEVANT EXPERIENCE FORM

1. INTRODUCTION

1. Summary

Funded by the Centers for Disease Control and Prevention (CDC) Disparities Program, the PPHD launched the Pasadena Equitably Advancing Children’s Health (PEACH) Collaborative in August 2022. The PEACH Collaborative is a local initiative to partner with community-based organizations to implement community-based solutions and provide trustworthy wellness resources for those disproportionately impacted by COVID-19. The overarching goal of the PEACH Collaborative is to build trust and awareness among the Pasadena community with PPHD to promote COVID-19 vaccine confidence in Hispanic/Latinx and Black/African American communities, as well as parents of children and infants ages 0-11. The PEACH Collaborative aims to develop COVID-19 vaccine outreach tools in partnership with ArtCenter College of Design.

Community-based organizations are invited to participate in the PEACH Collaborative to promote and advocate for community wellness and vaccines for youth ages 0-11, build trust among the community with PPHD, and collaborate on innovative community-based interventions.

2. Background

Background

The Pasadena Public Health Department (PPHD) has received a grant through the Los Angeles County Department of Public Health to reduce the impacts of COVID-19. With this funding, PPHD will work collaboratively with community-based organizations (CBOs), faith-based organizations (FBOs) and community leaders where health disparities from COVID-19 and other social determinants of health persist. PPHD strives to build a community-centered system of care and strengthen the foundational infrastructure needed to deliver coordinated, community-based services to individuals and communities disproportionately impacted by COVID-19. Throughout the COVID-19 pandemic, CBOs have stretched limited resources to provide critical outreach to community members and worked independently to promote public health messaging and provide resources to isolated, high-need community members. By investing in existing community outreach networks and grassroots models of engagement, PPHD can expand its reach and foster sustainable efforts to support services for hard-to-reach, historically underserved and under-vaccinated communities across Pasadena.

The City of Pasadena is an ethnically diverse community that is home to approximately 135,745 (US Census Bureau) 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 City has a population density of 6,033 people per square mile. The median age of its residents is approximately 40.1 years. There are over 100,000 jobs in a wide variety of industries in the City of Pasadena. Although the average household income is $131,546 (median: $86,677), the poverty rate is (11.9% (Percent below 100 percent of poverty level). In addition, people of Hispanic or Latinx race and ethnicity makeup 35.3% of Pasadena residents, while 8.4% of residents are Black or African American. As of 2020, 30.1% (out of population >1 year old) of Pasadena, CA residents (about 43,000 people) were born outside of the United States, which is higher than the national average of 13.5%. Poverty levels in zip codes 91103 (19.2%) and 91101 (21.6%) are higher compared to zip codes 91104(12.7%), 91106(12.7%), 91107(6.4%), and 91105(7.5%) (2020: ACS 5-yr Estimates Subject Tables (S0501)). The underserved communities of 91103 and 91101 are primarily composed of the Hispanic/Latino/a/x and Black/African American communities.

https://datausa.io/profile/geo/pasadena-ca/

PPHD currently engages in initiatives to ensure that the communities most impacted by COVID- 19 throughout Pasadena are reached and receive culturally and linguistically appropriate outreach. PPHD has had the privilege of working with and learning from CBOs, FBOs, and clinic partners across the city to deliver and inform strategies to offer testing, vaccination clinics, outreach/education, worker protections, marketing, and data collection. PPHD will complement, extend, and expand these existing efforts by continuing to invest and grow a spectrum of services designed to address COVID- 19 disparities and to create infrastructure for continued pandemic response and recovery in communities facing disparities.

Vaccines for children ages five to eleven (5-11) became available in November 2021 and for children under the age of five (5) in June 2022. However, vaccination uptake for this population is low, especially for Black and Latinx children. Funds are now available to augment efforts to ensure that children are protected from COVID-19 by continuing community partnerships that can directly support a broad spectrum of organizations, schools and other groups that serve children and/or their caregivers. Direct services include, but are not limited to, outreach and education, access to COVID-19 testing and vaccination opportunities, linkages to supports and services, coordination and collaboration, and promotion. The PPHD Pasadena Equitably Advancing Children’s Health (PEACH) Collaborative is one of those efforts funded by the Los Angeles County Department of Public Health.

Direct COVID-19 Service Delivery

By working with CBOs and other agencies, PPHD will continue to expand its reach and extend efforts to fund services for hard-to-reach and historically underserved communities across Pasadena through the launch of the “Pasadena Equitably Advancing Children’s (PEACH)” Collaborative (the Collaborative). Funds will support CBOs and other agencies to leverage community support and awareness of the Collaborative through execution of outreach and education efforts, coordination and collaboration on activities and community outreach events, and promotion of the Collaborative’s partnership with the ArtCenter College of Design. This will require strong coordination to ensure that COVID-19 outreach projects coordinate the identification of and outreach to priority populations, collaborate across community stakeholders including agencies in the Collaborative, create trust within the community by increasing COVID-19 vaccine confidence and promoting PPHD services, and create feedback loops to share best practices and challenges.

3. Contact Information

Project Contact:

Lilyt Davtyan Project Coordinator Email: ldavtyan@cityofpasadena.net Phone: (626) 744-6000 Ext: 6050 Procurement Contact:

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

Public Health Department

4. Timeline mailto:ldavtyan@cityofpasadena.net tel:(626)744-6000;ext=6050 mailto:awatson@cityofpasadena.net tel:(626)744-8382

Release Project Date December 14, 2022

Pre-Proposal Meeting (Non-Mandatory) January 10, 2023, 2:00pm Microsoft Teams meeting Join on your computer, mobile app or room device

Click here to join the meeting:

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Question Submission Deadline January 20, 2023, 2:00pm

Proposal Submission Deadline January 26, 2023, 2:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGZiNmUxOWItYmVkNi00ZGI5LWJhYTQtYTU0MDViOWEwNGMw%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%22c76df39a-afd0-4ba5-b07a-9296bb7ffd3e%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGZiNmUxOWItYmVkNi00ZGI5LWJhYTQtYTU0MDViOWEwNGMw%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%22c76df39a-afd0-4ba5-b07a-9296bb7ffd3e%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGZiNmUxOWItYmVkNi00ZGI5LWJhYTQtYTU0MDViOWEwNGMw%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%22c76df39a-afd0-4ba5-b07a-9296bb7ffd3e%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGZiNmUxOWItYmVkNi00ZGI5LWJhYTQtYTU0MDViOWEwNGMw%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%22c76df39a-afd0-4ba5-b07a-9296bb7ffd3e%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGZiNmUxOWItYmVkNi00ZGI5LWJhYTQtYTU0MDViOWEwNGMw%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%22c76df39a-afd0-4ba5-b07a-9296bb7ffd3e%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGZiNmUxOWItYmVkNi00ZGI5LWJhYTQtYTU0MDViOWEwNGMw%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%22c76df39a-afd0-4ba5-b07a-9296bb7ffd3e%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGZiNmUxOWItYmVkNi00ZGI5LWJhYTQtYTU0MDViOWEwNGMw%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%22c76df39a-afd0-4ba5-b07a-9296bb7ffd3e%22%7d

2. SUBMITTAL PROCESS AND 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. Funding Source

This procurement is funded by Centers for Disease Control and Prevention through the County of Los Angeles. Vendors must submit all required document with their proposal.

3. 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 Thursday, January 26, 2023. 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.

4. Separation of Technical, and Price Proposals https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/30911?section=250896 https://procurement.opengov.com/portal/pasadena/projects/30911?section=250899 https://procurement.opengov.com/portal/pasadena/projects/30911?section=250896

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.

1. 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.”

2. 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.

5. PRICE PROPOSAL: Price Proposal Submittal

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.

6. Deadline for RFP Questions

The deadline to submit questions related to this RFP is Friday, January 20, 2023, prior to 2:00 pm.

Questions regarding this Request for Proposals should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any City employee or official regarding this

RFP.

Any questions submitted after the date and time specified will not be considered.

Vendor Registration Instructions & Customer Service information:

Click here to register onto the City's eProcurement Portal hosted by OpenGov.

If you are already registered and need help logging in or retrieving your user information simply click on the blue chat bubble on the lower right hand corner of your screen or contact OpenGov at procurement-support@opengov.com for help at any time.

Customer Service https://procurement.opengov.com/portal/pasadena/projects/30911?section=250896 https://procurement.opengov.com/portal/pasadena/projects/30911?section=250899 https://procurement.opengov.com/portal/pasadena/projects/30911?section=250896 https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena mailto:procurement-support@opengov.com

For assistance with e-bidding or uploading documents: Contact OpenGov via the blue chat bubble on the lower right hand corner of your screen or email at procurement-support@opengov.com.

Monday through Friday 5am - 5pm PST, except statutory holidays-- response time is typically less than ten minutes.

7. 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.

8. 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.

9. Addenda

If any person contemplating submitting a proposal of the items or services listed herein is in doubt as to the true meaning of any part of this RFP, he/she may submit a question through the City's eProcurement Portal Q&A section for an interpretation or correction thereof.

Any interpretation or correction of City specifications will be made only by addendum, duly issued by the City representative(s) identified in Section 3, above. Addenda (if any) shall be made available to each Proposer. A proposer’s failure to address the requirements of any and all addenda may result in the proposal not being considered. If the City determines that a time extension is required for the proposal, the City will issue an addendum that will give the new submission date. The Proposer is responsible to register on the City's eProcurement Portal and follow the project ,PEACH Collaborative, to insure they receive all RFP documents including addendums which are available as a download.

The City reserves the right to change any part of these Instructions to PROPOSERS and Specifications any time prior to Deadline for Submissions. Any changes shall be in the form of addenda and will become a part of the Proposal documents and of the contract.

10. Withdraw of Proposal mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/pasadena/projects/30911?section=250901 https://procurement.opengov.com/portal/pasadena

Any Proposer may withdraw their proposal, via the City's eProcurement Portal prior to the bid event time.

11. Training Resources for Vendors

Videos:

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

Screen Shots:

1) Registering for a new account - Vendor Registration

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

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

4) Following a project

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

6) Get Notifications

7) Managing Addenda

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

3. SCOPE OF WORK

1. Selection process

Up to 7 organizations who have experience providing the services below and working with a variety of entities who work with hard to reach communities and parents and caregivers of children and infants.

2. Eligibility Requirements

The selection of agencies will involve a review process that considers specific criteria, including but not limited to the following:

• Provide a statement of experience that describes agency’s:

o Service population and focus, types of community-based services provided, relevant experience with communities in population of interest.

o Background in providing supportive services to the prioritized individuals/groups listed in Priority Populations. (Organization must have a minimum of one year of experience in the last three years) o Ability to provide the activities listed below (specifically related to COVID-19 vaccines).

o Capacity to develop in-language and culturally relevant outreach, education and communication materials/products and the in-language staff capacity.

• Have a 501(c)(3) non-profit status, a State Recognized Tribe that appears on the State of California’s Native American Heritage Commission’s List, or a Federally Recognized Tribe that has an office/operation in LAC or qualify as a fiscally sponsored entity.

3. Funding and Term

• This is a 4 month contract with the possibility of an additional no-cost 6 month extension, at the sole discretion of the City of Pasadena.

• Total: $42,000 total for up to 7 organizations

• Each organization may bid up to $6,000

4. Scope of Work: Required Activities

1. Meeting Attendance

• Attend bi-weekly meetings and contribute feedback, participation, and suggestions for outreach events, provide updates on draft outreach and engagement tools (created in collaboration with ArtCenter College of Design) , and collaborate with CBOs and agencies involved in the Collaborative. Inform the development and dissemination of COVID-19 informational materials and resources focused on children ages 0-11.

2. Outreach & Education Activities

• Attend 2-3 outreach activities or events hosted by PEACH Collaborative, PPHD, and the City of Pasadena with the population of interest.

• Attend informational sessions, webinars, or presentations hosted by PEACH Collaborative, PPHD, and the City of Pasadena with parents, other caregivers, and children who are residents of Pasadena to share updates on COVID-19 vaccinations, ArtCenter Prototype assessment (quantitative and qualitative data), and upcoming activities/events related to PEACH Collaborative.

3. ArtCenter Prototype Surveys

• Conduct 10-20 pre and post surveys with the your customers, clients, members, or others who engage in your organization to determine effectiveness of the draft outreach and engagement tools created in collaboration with ArtCenter College of Design.

4. Prototype Promotion:

• Promote PEACH Collaborative and ArtCenter Prototype on at least one of the organization’s communication platforms such including:

o Social media platforms including: Facebook, Instagram, Twitter, etc.

o Organization’s newsletters o Organization’s website o Organization's meetings or events o Other

5. Scope of Work: Optional Activities

• Recruit an individual from your organization who has the ability to influence others and is extensively involved in engagement efforts.

• Recruit at least 5 youth and community engagement volunteers.

6. Populations of interest

Organizations will serve the City of Pasadena and the unincorporated area of Altadena in the following areas determined to have the highest level of need.

Populations of interest:

• Parents of children ages 0-11

• Black/African American

• Latina/o/x

• Alaska Native

• American Indian/Indigenous

• Native Hawaiian or Pacific Islander

• Immigrants (non-US born persons)

• Lesbian, Gay, Bisexual, Transgender, Queer and/or Questioning, Intersex, Asexual, and Two- Spirited (LGBTQ+)

• Limited English proficient communities

• People with disabilities

7. Statement of Qualifications: Organization Details, Contact Information, and additional information

Please include the following information in your statement of qualifications document:

I. Organization Details including:

• Organization Legal Name

• Organization Name for Payments

• Organization Physical Address

• Organization Mailing Address (if different)

• Entity Type

• Organization Website

• Organization social media (as applies)

II. Contact Information

• Primary Contact Name / Title / Email Address / Phone Number

• Authorized Signatory Name / Title / Email Address / Phone Number

• Accounts Receivable Contact / Name / Title / Email Address / Phone Number

III. Organizational Information

Please answer:

Do you have the ability to meet the insurance coverage requirements

8. Statement of Qualifications Continued: Organization’s Qualifications for Scope of Work

Please answer the following questions to demonstrate your qualifications following the organization details, and contact information.

Please describe and provide examples of your experience and capacity to deliver all the activities for this initiative. (Limit: 1500 words)

Please include the following information in your response:

• Organization background, mission, and vision statements

• Organization services: Tell us years of experience the organization has in providing these services. who the organization serves and why

• Populations of interest the organization has served o Parents of children ages 0-11 o Black/African American o Latina/o/x o Alaska Native o American Indian/Indigenous o Native Hawaiian or Pacific Islander o Immigrants (non-US born persons) o Lesbian, Gay, Bisexual, Transgender, Queer and/or Questioning, Intersex, Asexual, and Two- Spirited (LGBTQ+) o Limited English proficient communities o People with disabilities

• How your organization has advanced equity for prioritized individuals and communities in the City of Pasadena and unincorporated area of Altadena.

• How your organization has engaged diverse audiences in culturally appropriate outreach and engagement during the COVID-19 pandemic

• How your organization has utilized communication strategies used to support residents of Greater Pasadena and the priority population

• How your organization has sustained commitment and support from residents

• How your organization has addressed language needs of the communities you serve, including languages spoken by staff, interpretation capacity and translation capacity.

• Organization personnel: Personnel short autobiography describing the work they have done in your agency

• Is your organization currently receiving or expecting to receive any COVID-19 related funding and if so please list which funding source and for how much. (Limit: 500 words)

• Additional Organization Information (optional)

4. SAMPLE PRICE PROPOSAL

Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. The cost proposal shall describe both the total and the detailed price for which the consultant will commit to complete the total scope of work and end products. The table(s) below is intended to be a sample. Proposers may add necessary line items provided they are in compliance with instructions in this RFP for "Cost Proposals." The cost proposal detail shall describe costs for each professional’s time, for the completion of each proposed task, and for materials and supplies.

INSTRUCTIONS:

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 and/or unit price for performing all services and work called for in the SCOPE OF WORK. The Proposer’s price shall include, without limitation:

A. 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);

B. performance of each and every portion of the work

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

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

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

SCOPE OF WORK;

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

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

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

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Cost Proposal 1 Lump Sum

TOTAL

5. 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 the Scope of Services, 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 of a prospective consultant’s qualifications.

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:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Proposed Solution Points will be assigned for “Functional and Technical Merit” based on the capability of the proposer to satisfy the City requirements identified in the SCOPE OF WORK and as delineated. Points will be assigned for “Completeness of Proposed Solution” based on the vendor submitting a proposal that follows the guidelines specified in the SCOPE OF WORK.

Points Based 30 (30% of Total)

2. Experience Points will be assigned for “Experience with Projects of this Size and Scope in an Agency of Similar Size” based on a vendor’s previous experience with municipal agencies, as delineated in the SCOPE OF WORK, and CLIENT REFERENCES. Relevant experience, and technical expertise of the Consultant and sub- Consultants (if allowed) to perform the work.

Points Based 25 (25% of Total)

3. Company Staffing Assigned to the Project Points will be assigned for staffing assigned to this project/contract; and staff accessibility and availability to the project. Education and experience of key personnel. Consideration will be given based on the professional, technical, and educational qualifications of personnel that will be assigned to the project based on the resumes provided. Proposer should demonstrate that all key personnel have been successfully involved with projects of similar scope and magnitude.

Points Based 25 (25% of Total)

4. Cost Proposal Points will be assigned based on a “Ratio Method.” The proposer’s cost must include the delivery of the proposed solutions, as well as any recurring costs (if any) as delineated in the Scope of Work and the PRICE PROPOSAL.

With this method, 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 = 30 points.

( $100,000 / $125,000 ) X 30 = 24 points

Reward Low Cost 15 (15% of Total)

5. Small or Micro-Business To be awarded a 5 point preference for this category, the proposer must be certified 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://caleprocure.ca.gov/pages/sbdvbe-index.aspx

6. 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.

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.

Any contract resulting from this RFP, if $25,000 or more, shall not be effective until approved by the City Manager. Any contract resulting from this RFP, if $75,000 or more, shall not be effective until approved by the City Council.

2. 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.

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.

7. GENERAL REQUIREMENTS

1. Pasadena Living Wage Ordinance

This project is subject to the City of Pasadena's Living Wage Ordinance, Pasadena Municipal Code Chapter 4.11. The ordinance requires that contractors providing labor or services to the City under contracts in excess of $25,000 pay no less than the City’s Living Wage to all employees who spend any of their time providing labor or delivering services to the City.

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

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

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

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

2. Certificate of Insurance

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

3. 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.

4. Equal opportunity contracting

Policy - The City of Pasadena is committed to a policy of Equal Opportunity Contracting. Qualified firms including small businesses and businesses owned by women, minorities, and disabled persons are encouraged to submit bids or proposals. 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.

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

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 Proposer may be required to submit documentation during the term of the contract to evidence on-going compliance with the City’s Contracting Ordinance. Such documentation may include, but not be limited to certified payroll records and Current Permanent Workforce Utilization reports.

Questions regarding the City of Pasadena’s Contracting Ordinance and policy should be directed to the Department of Finance, Purchasing & Payables Division 626.744.6755.

5. 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.

6. Reservations

The City reserves the right to reject any or all bids 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.

7. Documents to be construed together

The Request for Proposals, 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 as one document.

8. Errors and omissions

PROPOSER and/or the Contractor shall not be allowed to take advantage of any errors in or omissions from in the Request for Proposals. Full instructions will be given if such error or omission is discovered and timely called to the attention of the City.

9. 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.

10. 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.

11. Taxes

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

12. System for Award Management (SAM.Gov)

Prior to contract award, the winner of this solicitation must provide an active registration with "Sam.Gov." Vendors seeking to register can register for free at the following link:

https://sam.gov/content/entity-registration

13. 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.

14. 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.

15. 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.

16. Taxpayer Protection Act https://sam.gov/content/entity-registration

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-reports/tax-payer-protection-act-tpa/

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

The highest scoring proposer may be required to submit a completed and signed IRS Form W-9.

Failure to submit this form may result in the bidder being deemed non-responsive.

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

18. Pasadena Business License

Awarded bidder(s) 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 provide product or services for this contract, they are charged 33% of the annual tax (PMC 5.04.130C)

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

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

https://www.cityofpasadena.net/city-clerk/wp-content/uploads/sites/21/TPA-Disclosure-Form-Non-Land-Use-contracts-and-all-others.pdf?v=1657730649410 mailto:OfficialRecords-CityClerk@Cityofpasadena.net mailto:OfficialRecords-CityClerk@Cityofpasadena.net https://www.cityofpasadena.net/city-clerk/disclosure-reports/tax-payer-protection-act-tpa/ https://www.cityofpasadena.net/city-clerk/disclosure-reports/tax-payer-protection-act-tpa/ https://www.irs.gov/pub/irs-pdf/fw9.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf

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/general-fund/fees-tax-schedules/

19. REBATES, KICKBACKS, OR OTHER UNLAWFUL CONSIDERATION

Consultant agrees to comply with and abide by: (i) the terms of the Davis-Bacon Act, codified at 40 U.S.C. § 3141 et seq., as supplemented by regulations at 29 CFR Part 5, and that such terms and regulations are a part of this RFP and incorporated herein by this reference; and (ii) the terms of the Copeland “Anti- Kick Back” Act, codified at 40 U.S.C. § 3145 et seq., as supplemented by 29 CFR 3, and that such terms and regulations are a part of this RFP and incorporated herein by this reference.

20. 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

21. Invoice Submission Portal

Invoice Submission Portal

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

How to submit invoices to the City of Pasadena?

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.

22. Contract Duration

The initial term of the Contract resulting from this proposal is for one year from the date the City executes the contract. The compensation set forth in the Proposal shall remain valid and in effect during the initial term of the contract. No optional extension periods will be included with this contract.

https://www.cityofpasadena.net/finance/general-fund/fees-tax-schedules/ https://invoice.cityofpasadena.net/ https://invoice.cityofpasadena.net/PortalGuide.pdf

23. RELEVANT EXPERIENCE

Provide experience with governmental agencies for two projects/contracts of similar scope and size. Complete and submit the attached Relevant Experience Form with your proposal to demonstrate experience with projects/contracts of similar scope and size to that which is to be performed.

24. SAMPLE CONTRACT

TERMS AND CONDITIONS OF PURCHASE ORDER CONTRACT

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

8. INSURANCE REQUIREMENTS

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

9. PUBLIC CONTRACT CLAIMS PROCEDURE

PUBLIC CONTRACT CODE SEC. 9204 NEW PUBLIC WORKS CLAIMS PROCEDURE

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

For this legislation, a “public works project” is defined as “the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind.” This definition is not as broad as in the Prevailing Wage Law.

A “claim” is defined as “a separate demand by a contractor sent by registered mail or certified mail with return receipt requested…” and is limited to three types of contract disputes:

1. “A time extension…for relief from damages or penalties for delay assessed by a public entity….”

2. “Payment by the public entity of money or damages arising from work done by, or on behalf of, the contractor pursuant to the contract for a public works project and payment for which is not otherwise expressly provided or to which the claimant is not otherwise entitled”, and/or

3. “Payment of an amount that is disputed by the public entity.”

Upon receipt…