Power_Delivery_General_Engineering_Services.pdf

REQUEST FOR PROPOSALS

POWER DELIVERY GENERAL ENGINEERING SERVICES

FOR THE

WATER & POWER DEPARTMENT, POWER DELIVERY

CITY OF PASADENA, CALIFORNIA

Request for Proposals - Power Delivery General Engineering Services Release Date: Thursday, September 24, 2026

Attachments:

A - Master Services Contract B - REQUIRED FORMS - AAs - SIG-LEGAL-STATUS - DECLARATION OF NONCOLUSION 08022024 v2

D - DISQUALIFICATION_DISCLOSURE (4)

E - CONFLICT_OF_INTEREST (5)

F - Pasadena_Taxpayer_Protection_Amendment_Disclosure (2) H - DESIGNATED REPRESENTATIVESdocx

I - RELEVANT EXPERIENCE FORM

1. Introduction

1. Summary

The City of Pasadena is seeking qualified professional engineering firms to supplement its internal resources within the Water and Power Department (PWP), Power Delivery Division.

Engineering services provided under the resulting contracts will support the safe, reliable, and efficient operation, maintenance, modernization, and improvement of PWP's electric power delivery system.

Engineering services under this RFP are organized into the following Scope of Work Groups:

• Receiving Station and Substation Design

• SCADA, Automation, Communications, and Control Design

• System Planning

• Civil and Structural Engineering

• Electric Vehicle Charging Infrastructure

• Renewable Energy, Energy Storage, Interconnection, and Technical Advisory Services

Associated services, including construction management, inspection, drafting, and other technical support, may be required as part of an individual task order where applicable to the assigned Scope of Work Group.

Engineering services under the resulting contracts are intended to supplement, not replace, PWP's internal engineering resources. Consultants may be assigned work based on project-specific needs, staff availability, schedule requirements, temporary workload conditions, and the need for specialized expertise. All consultant designs and deliverables shall be subject to review and approval by the responsible PWP engineering group. Consultants shall not supervise City employees or exercise project management authority over City staff. Work that is ongoing, predictable, or programmatic over multi-year periods will generally be performed by permanent PWP staff.

The City intends to award multiple contracts under this solicitation to establish a pool of qualified engineering consultants. Work will be authorized through individual task orders based on the requirements of the assignment, including consultant availability, applicable expertise, capacity, schedule, and other considerations identified by the City. Award of a contract does not guarantee any minimum quantity or value of work.

Current priority programs anticipated for consultant support include, but are not limited to: SCE Upgrade of the TMG 220 kV Gould Circuit; Jungle-MUX Fiber Optic Upgrades; SCADA/OMS/DMS upgrades; Mobile Substation protection, housing, and station upgrades; substation equipment specifications; EV charging infrastructure at Aquatic Center, Sunset Reservoir, and Del Mar Garage; the Avon Ramp and Arroyo Charging Depots Progressive Design-Build project; Municipal Solar, Energy Storage, and Resilience Projects; System Impact Studies for Large Resource Interconnections; System Modeling for Compliance Studies; TMG Receiving Station capacity studies; and Subtransmission System short-circuit current reduction studies. This list is illustrative and does not constitute a guarantee that any particular project or assignment will be issued under the resulting contracts.

Proposers must demonstrate, at a minimum, five (5) years of relevant experience and at least five (5) completed projects within the past five (5) years for each Scope of Work Group proposed. Consultant staff shall include engineers registered in the State of California in the relevant disciplines, including civil, electrical, structural, mechanical, control systems, and/or fire protection engineering, as applicable to the services being performed. Specific minimum qualifications for each Scope of Work Group are stated in Section 6.

2. Contact Information

Deadline for Questions

The deadline to submit questions related to this solicitation is Thursday, October 8, 2026, prior to 4:00 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.

Benjamin Smith Management Analyst III Email: bsmith@cityofpasadena.net Phone: (626) 744-4745 Department:

Water & Power Department, Power Delivery

3. Timeline

Release Project Date September 24, 2026

Question Submission Deadline October 8, 2026, 4:00pm

Proposal Submission Deadline October 22, 2026, 3:00pm mailto:bsmith@cityofpasadena.net tel:(626)744-4745

2. General Instructions

1. NOTICE REGARDING DISCLOSURE OF CONTENTS OF DOCUMENT

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

2. Electronic Submission and Delivery Instructions

Parties interested in responding are required to submit proposals electronically through the City of Pasadena's eProcurement Portal no later than 3:00 pm on Thursday, October 22, 2026. Please upload sufficiently early electronically through the city's eProcurement Portal before the time and day listed in the Notice Inviting Proposals. Proposals must be received in the system prior to the deadline.

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

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

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

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

3. Technical Proposal https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/264045/document?section=2537044 https://procurement.opengov.com/portal/pasadena/projects/264045/document?section=2537052 https://procurement.opengov.com/portal/pasadena/projects/264045/document?section=2537044

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.

Each Proposer shall submit a Price Proposal for each Group for which it is proposing. The Price Proposal shall include fully burdened hourly rates for the labor classifications identified in the applicable Price Proposal table, together with any other pricing information required by this RFP.

The labor quantities shown in the Price Proposal tables are established by the City solely for proposal evaluation and cost-comparison purposes. These quantities do not represent anticipated or guaranteed hours of work and do not constitute a commitment by the City to purchase any minimum quantity of services.

Work under the resulting Contract will be authorized through individual task orders. Depending upon the nature and certainty of the assignment, task orders may be issued on either a lump-sum basis or a time-and-materials/not-to-exceed basis, as determined by the City.

For lump-sum task orders, the Consultant shall submit a proposed fixed fee based upon the specific scope of services, deliverables, schedule, and anticipated level of effort for the assignment.

For time-and-materials/not-to-exceed task orders, compensation shall be based upon actual authorized hours worked at the applicable Contract labor rates, together with approved reimbursable expenses, subject to the not-to-exceed amount established in the task order.

The compensation method, scope of services, deliverables, schedule, and authorized amount will be established in each task order before work begins. No work shall commence without a written task order issued by the City.

The City makes no representation or guarantee regarding the number, type, dollar value, compensation method, or volume of task orders that may be issued under the Contract.

Proposed fully burdened hourly rates shall include all salaries, wages, benefits, overhead, administrative costs, profit, and other costs ordinarily associated with providing the applicable professional services. Reimbursable expenses, if permitted, shall be specifically identified in the Price Proposal and will be subject to City approval.

5. Pre-Proposal Meeting https://procurement.opengov.com/portal/pasadena/projects/264045/document?section=undefined https://procurement.opengov.com/portal/pasadena/projects/264045/document?section=undefined https://procurement.opengov.com/portal/pasadena/projects/264045/document?section=undefined

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/264045/document?section=2537042

3. 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

Provide information for at least two (2) projects or contracts of similar scope and size performed for governmental agencies or public utilities. Complete and submit the attached Relevant Experience Form with the proposal.

Submission of the Relevant Experience Form does not replace the minimum experience requirements established in Section 1.1 and the applicable Scope of Work Group(s) in Section 6.

Proposers must demonstrate compliance with all minimum experience requirements for each Group for which they propose.

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

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 labor quantities identified in the Price Proposal tables are estimates established by the City solely for proposal evaluation and cost-comparison purposes. They do not represent anticipated or guaranteed hours of work and do not constitute a commitment by the City to purchase any minimum quantity of services. Actual services and compensation will be authorized through individual task orders in accordance with the task-order provisions of this RFP and resulting Contract.

9. Price Adjustment Clause

Beginning after completion of the first Contract year, and prior to the commencement of each subsequent Contract year, the Contractor may submit a written request for an adjustment to the applicable Contract rates. Any requested increase shall be subject to review and approval by the City Project Manager and shall not exceed the percentage increase in the Consumer Price Index (CPI), “All Items in Los Angeles-Long Beach-Anaheim, CA, All Urban Consumers, Not Seasonally Adjusted,” for the latest available preceding twelve (12)-month period.

Any approved adjustment shall apply prospectively to work authorized during the applicable Contract year and shall not apply retroactively to services previously performed or invoiced.

10. Taxpayer Protection Act

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

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

11. 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

12. 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.

13. Payment of Subcontractors, Suppliers, and Workers

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

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

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

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

4. City Requirements

There are forms included in the section named Submittal/Checklist of these specifications which a bidder or proposer must complete to establish compliance with a number of City Requirements, including, but not limited to, equal employment opportunity and affidavit of non-collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them may be grounds, in the sole discretion of the city, for rejection of any bidder or proposer.

1. Pasadena Operating Companies

If this solicitation is issued by an Operating Company of the City of Pasadena including the Pasadena Center Operating Company; or Rose Bowl Operating Company; or Pasadena Community Access Corporation: In this solicitation, any reference to the City, shall actually refer to the PCOC, PRHB, or RBOC, or PCAC, e.g. "City" shall refer to the Operating Company, "City Council" to its Board of Directors, and "City Manager" to its Chief Executive Officer.

2. Equal Employment Opportunity in Contracting

Policy - The City of Pasadena is committed to a policy of Equal Employment:

• Contracting. Contractors expressly agree to comply with the City’s ordinances and regulations regarding Equal Opportunity Employment as well as regulations that may be mandated by the source of the funds supporting this contract.

Compliance – To the extent permitted by law, Contractor expressly agrees to establish compliance with the Equal Employment Opportunity Practices Provisions of Chapter 4.08 of the Pasadena Municipal Code, and the Rules and Regulations adopted pursuant to said ordinance.

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

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

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

3. Declaration of Non-Collusion by Contractor

This form is only applied for formal solicitations $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/

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

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

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

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

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

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

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

10. Pasadena Business

Local Business is defined in the Pasadena Municipal Code section:

4.08.020, O: "Local business" means a business with a fixed place of business located in the city.

To receive any preferences offered to a Pasadena business in this solicitation, a Pasadena business must be located within the City Boundary by the release date of this solicitation.

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

11. Pasadena Living Wage Ordinance

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

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

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

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

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

12. PAYMENT OF A CITY-WIDE MINIMUM WAGE

If a vendor is providing labor for any subsequent contract resulting from this solicitation, they must comply with the City of Pasadena Minimum Wage as set forth in Chapter 5.02 of the Pasadena Municipal Code. Vendors are encouraged to review the City’s minimum wage information guide at (https://bit.ly/3o3SHMh). The minimum wage ordinance may be found at Pasadena Municipal Code.

13. Errors and Omissions

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

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

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

15. Taxes

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

https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fbit.ly%2F3o3SHMh&data=05%7C02%7Cawatson%40cityofpasadena.net%7Cbb892f95fde0404d371508dc9bbbf790%7C82d9fc002c664402a28fc6bcdc32e491%7C1%7C0%7C638556478819490734%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=zhx6795nsAtQnJvmzYHL5q2Lzw%2FdOCl95da3qPj4Duw%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Flibrary.municode.com%2Fca%2Fpasadena%2Fcodes%2Fcode_of_ordinances%3FnodeId%3DTIT5BULIRE_ARTIGE_CH5.02PACIDEMIWA&data=05%7C02%7Cawatson%40cityofpasadena.net%7Cbb892f95fde0404d371508dc9bbbf790%7C82d9fc002c664402a28fc6bcdc32e491%7C1%7C0%7C638556478819500215%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=AX1DEPBi2FxNNRsdiRGGB1whWvtl2jG%2FQ7SO5QsB%2Fac%3D&reserved=0

16. Certificate of Insurance

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

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

The winning proposal/bid may be required to submit a completed and signed IRS Form W-9.

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

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

18. LIMITATIONS ON LIABILITY

Bidders acknowledge that they shall provide the goods and/or services without monetary limitations on liability. If Bidders take exception to this requirement, Bidders shall expressly state any exceptions, including the proposed limits of liability, (a) in detail; (b) as a separate line item;

and (c) not part of any form documents submitted. Bidders acknowledge that any exceptions may result in a finding of non-responsiveness.

19. Recycled Product Procurement Mandates Pertaining to Local Governments [Public Contract Code Sections 22150 - 22154]

This section is only applied when buying paper products.

Beginning January 1, 2022, SB 1383 requires jurisdictions (cities, counties, cities and counties, or special districts that provide solid waste collection services) to purchase recycled-content paper products that are recyclable.

SB 1383 builds upon existing laws that require jurisdictions to purchase products that contain minimum recycled content, and adds additional requirements on product recyclability and recordkeeping.

All vendors providing Paper Products and Printing and Writing Paper shall:

• Provide products that contain no less than 30% minimum recycled content and recyclability (described in further detail in State of California, Public Contract Code Sections 22150-22154, under the sections “Recycled-Content Requirements” and “Recyclability Requirements”.

• Provide a written certification and other verification from product vendors, as applicable, certifying that the products meet the recycled-content and recyclability requirements.

20. AVAILABILITY OF FUNDS

https://www.irs.gov/pub/irs-pdf/fw9.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fleginfo.legislature.ca.gov%2Ffaces%2Fcodes_displayText.xhtml%3FlawCode%3DPCC%26division%3D2.%26title%3D%26part%3D3.%26chapter%3D3.5.%26article%3D&data=05%7C01%7Cawatson%40cityofpasadena.net%7C307f17457fcb49d363c108dbba309d38%7C82d9fc002c664402a28fc6bcdc32e491%7C1%7C0%7C638308490511442074%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=kSzPLWUdh6HYJTjfSaMqzITXO6TDf1tcUTo%2BcAV5SJw%3D&reserved=0

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

21. Addenda

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

Any interpretation or correction of City specifications will be made only by addendum, duly issued by the City representative(s) identified in this solicitation, above. Addenda (if any) shall be made available on the City's eProcurement system, and sent to each vendor included on the "Followers" list in the City's eProcurement system. A vendor's failure to address the requirements of any and all addenda may result in the response (proposal or bid, or alike) not being considered. If the City determines that a time extension is required for the proposal, the City will issue an addendum that will give the new submission date. The vendor is responsible to register on the City's eProcurement Portal and follow the project named Power Delivery General Engineering Services in order to be included in the "Followers" list in the City's eProcurement system to insure they receive all documents including addendums which are available as a download.

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.

22. Accessibility Compliance Requirements

1. General Compliance

In accordance with Title II of the Americans with Disabilities Act of 1990 (ADA), Section 504 of the Rehabilitation Act of 1973, and all other applicable federal, state, and local disability rights laws, including the California Building Code (CBC) and California Code of Regulations Title 24, the City of Pasadena requires that all services, programs, activities, and facilities provided or utilized under this contract be fully accessible to individuals with disabilities.

The selected Contractor agrees to ensure that all work performed, and all services, programs, or activities provided under this contract comply with the requirements of Title II of the ADA and related laws. This includes, but is not limited to design, construction, communication, technology, and program delivery compliance with:

• The ADA and its implementing regulations (28 CFR Part 35 and Part 36);

• The 2010 ADA Standards for Accessible Design;

• The U.S. Access Board’s Public Rights-of-Way Accessibility Guidelines (PROWAG), as amended;

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

• Section 504 of the Rehabilitation Act of 1973;

• California Government Code § 4450 et seq.;

• California Code of Regulations (CCR), Title 24, including Chapter 11B of the California Building;

Code governing accessibility to public accommodations and commercial facilities;

• Any other relevant federal, state, or local regulations concerning accessibility and nondiscrimination.

These requirements apply to all aspects of the Contractor’s work, including but not limited to project or program design, facility access, pedestrian pathways, public right-of-way improvements, communications, and digital content or services.

2. Applicability of Accessibility Requirements

Accessibility compliance requirements apply when scope of work includes:

• Digital deliverables (i.e. websites, web applications, mobile applications, electronic documents, multimedia content)

• Physical infrastructure (i.e public facilities, pedestrian pathways, rights-of-way, shared use paths)

• Communication and program delivery (i.e. public meetings, outreach materials, surveys, customer service and payment platforms)

• Technology procurement or development (software, hardware, ICT systems)

If any portion of the work involves these elements, the Contractor must ensure full compliance with applicable accessibility standards.

3. Digital and Electronic Content

For all digital deliverables (including websites, documents, and applications), the Contractor shall ensure conformance with, at minimum:

• Web Content Accessibility Guidelines (WCAG) 2.1, Level AA, as amended[GS1] ; and

• Section 508 of the Rehabilitation Ace (29 U.S.C. § 794d), where applicable.

All digital materials must undergo both automated and manual accessibility testing, including usability reviews by individuals representing a wide range of functional disability types (e.g., visual, auditory, cognitive, motor), and, if required, remediated prior to final acceptance. Testing must include compatibility with commonly used assistive technologies (e.g., JAWS, NVDA, VoiceOver, ZoomText, Dragon NaturallySpeaking). The Contractor must provide documentation such as Voluntary Product Accessibility Template (VPAT) or equivalent Accessibility Conformance Report (ACR), detailing compliance and describing the testing methodology.

4. Public Rights-of-Way Accessibility (PROWAG)

Any design, construction, or alteration involving pedestrian facilities, sidewalks, curb ramps, crosswalks, or public rights-of-way must conform to the latest applicable version of the U.S. Access Board’s Public Rights-of-Way Accessibility Guidelines (PROWAG), as adopted by the U.S. Department of Justice, Department of Transportation, or other relevant authority.

5. Corrective Action and Liability

The Contractor shall be held responsible for correcting any noncompliant work or deliverables identified by the City of Pasadena or any enforcement agency, at no additional cost. The City of Pasadena reserves the right to withhold payment, suspend work, or terminate the contract for failure to meet accessibility requirements.

The Contractor shall indemnify and hold harmless the City of Pasadena, its officers, agents, and employees from any claims, damages, or liabilities arising from noncompliance with applicable accessibility laws or guidelines.

6. Certification of Compliance

By submitting a proposal, the Contractor certifies that it has reviewed and will comply fully with all applicable federal, state, and local accessibility laws, including the ADA, CBC, Title 24, and PROWAG, and will ensure that all subcontractors do the same.

5. Insurance Requirements

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

6. Scope of Work

1. Background / Overview

PWP's power delivery system includes 12 substations, 37 subtransmission lines operating at 34 kV, and 118 distribution feeders operating at 17 kV and 4 kV. The system includes 54 substation transformers and approximately 300 circuit breakers.

About 75% of PWP's lines are installed underground in conduits. The subtransmission system ties the supply of power from the east and west ends of Pasadena to distribution substations throughout the city. PWP-owned generation consists of five generators totaling approximately 200 MW. PWP's contractual import capacity is 336 MW, delivered over two 230-kV lines that tie PWP to the California Independent System Operator ("CAISO") system through Southern California Edison ("SCE").

The PWP system design is robust, but aging infrastructure is a substantial concern, and the system will face capacity and reliability challenges as the City of Pasadena grows and changes.

PWP is considering a number of projects to ensure the system continues to serve the community reliably. Engineering services are needed to supplement PWP engineering resources in completing these projects.

2. Scope of Work 1: Receiving Station and Substation Design

Complete design of new receiving station and substation facilities and modifications to existing facilities. Voltage ratings range from 4.16 kV to 230 kV. Consultant shall have at least five (5) years of experience designing new, or modifying existing, electric utility receiving stations and substations in compliance with applicable IEEE, ANSI, NESC, NEC, California Building Code, and other applicable industry standards. Consultant shall have completed at least five (5) similar projects within the past five (5) years. Consultant staff shall include electrical, civil, structural, and geotechnical engineering personnel, as applicable to the work being performed. Professional engineering services requiring registration shall be performed under the responsible charge of engineers registered in the State of California. All work shall comply with PWP's applicable design criteria, standards, operating practices, and equipment requirements. Receiving station and substation engineering design services may include, but are not limited to:

• New Receiving Stations and Substations – Site development and complete electrical, civil, structural, geotechnical, protection, control, automation, communications, and auxiliary system design for new facilities, including preparation of plans, equipment specifications, material lists, cost estimates, construction packages, and construction support.

• Station Expansion and Modification – Design modifications to existing receiving stations and substations, including addition or replacement of transformers, circuit breakers, switchgear, buses, disconnect switches, instrument transformers, surge arresters, grounding equipment, capacitor banks, station service equipment, control buildings, and associated facilities.

• Power Transformer Engineering – Preparation and review of power transformer technical specifications, equipment ratings, impedance requirements, LTC requirements, auxiliary equipment, monitoring systems, protection requirements, foundation requirements, seismic requirements, factory drawings, factory testing, field installation, testing, and commissioning requirements.

• High and Medium Voltage Equipment – Engineering and specification of circuit breakers, disconnect switches, switchgear, bus systems, instrument transformers, surge arresters, grounding transformers, station service transformers, capacitor banks, and other station equipment. Evaluate equipment ratings including voltage, continuous current, short circuit withstand and interrupting capability, insulation level, seismic qualification, and physical clearances.

• Protection and Control Systems – Design protective relaying and control schemes for transmission lines, subtransmission lines, transformers, buses, feeders, capacitor banks, reactors, generators, and other station equipment. Prepare and modify single-line diagrams, three-line diagrams, AC and DC schematics, wiring diagrams, elementary diagrams, interconnection diagrams, panel drawings, conduit and cable schedules, and relay/control panel designs.

• Protection System Studies – Perform short circuit, protective device coordination, relay application and settings, current transformer performance, breaker duty, and related protection studies necessary for equipment application and station protection design.

• Metering – Design revenue, interchange, operational, and station metering systems, including instrument transformer application, meter panels, test switches, communications, and integration with utility and applicable external metering systems.

• Station AC and DC Auxiliary Systems – Design station service AC systems and DC control power systems, including station service transformers, transfer systems, panelboards, batteries, battery chargers, DC distribution panels, battery sizing calculations, and associated monitoring and alarms.

• Grounding and Lightning Protection – Perform grounding system studies and design station grounding grids, equipment grounding, control building grounding, fence grounding, cable shielding and grounding, lightning shielding, surge protection, and related systems.

• Electrical System Studies – Perform load flow, short circuit, voltage drop, equipment duty, insulation coordination, grounding, incident energy and arc flash, harmonic, and other electrical studies as required for the project.

• Civil, Structural, and Geotechnical Engineering – Site grading, drainage, stormwater systems, access roads, oil containment, equipment foundations, control buildings, trenches, retaining structures, structural steel, equipment supports, fencing, seismic design, geotechnical coordination, and other civil/structural improvements required for receiving station and substation facilities.

• Seismic Engineering – Evaluate and design station equipment, structures, anchorage, foundations, bus systems, and associated facilities for applicable seismic requirements, including IEEE 693 and applicable California Building Code requirements.

• Cable and Conduit Systems – Design power, control, protection, instrumentation, and communications cable systems, including cable sizing, conduit sizing, conduit fill, pulling calculations, routing, cable schedules, trench systems, raceways, grounding, and separation requirements.

• Outage and Construction Sequencing – Develop conceptual or detailed construction sequencing, temporary configurations, cutover plans, outage requirements, and energization sequences necessary to perform work at existing operating stations.

• Equipment Specifications and Procurement Support – Prepare technical specifications and procurement documents for major station equipment; review vendor proposals, technical exceptions, shop drawings, calculations, test reports, and other vendor submittals; and provide technical assistance during equipment procurement.

• Project Cost Estimating and Material Lists – Prepare planning level and detailed project cost estimates, bills of material, equipment lists, quantities, and other supporting documentation appropriate to the project phase.

• Construction Documents and Specifications – Prepare complete engineering design packages including drawings, calculations, technical specifications, construction specifications, material requirements, equipment schedules, and other documents necessary for competitive bidding and construction.

• Permitting and Agency Coordination – Provide engineering support for applicable permitting, utility coordination, environmental requirements, building permits, fire department requirements, and coordination with other governmental or regulatory agencies.

• Construction Engineering Support – Respond to Requests for Information (RFIs), review contractor submittals and shop drawings, evaluate proposed substitutions, attend construction meetings, perform site visits, prepare design revisions, resolve field conditions, and provide other engineering support during construction.

• Testing and Commissioning Support – Develop or review equipment testing, protection and control testing, functional testing, SCADA checkout, commissioning, energization, and acceptance requirements. Provide engineering support during station cutover, commissioning, and energization as required.

• Record Drawings and Project Closeout – Review contractor redlines, prepare or review as-built drawings, incorporate field modifications into final engineering documents, and provide final calculations, settings, equipment documentation, and other project closeout records.

• SCE Coordination – Coordinate the design of new or modified 230-kV facilities, if any, with Southern California Edison (SCE).

• Coordination with Civil and Structural Engineering – For purposes of this Scope of Work, civil, structural, geotechnical, and seismic services generally address design integrated into a new or modified receiving station or substation design package.