APPLICATION

FURNISH AND DELIVER

PROP 47 HOME DIVERSION PROGRAM SERVICES

FOR THE

CITY ATTORNEY

CITY OF PASADENA, CALIFORNIA

Application - Prop 47 HOME Diversion Program Services Release Date: Thursday, July 30, 2026

Attachments:

A - Attachment 1_City Council Agenda Report for Acceptance of Prop 47 Grant 11-24-25 FINAL B - Attachment 2_Prop 47 C5 Grant Agreement - Pasadena City Attorney_FINAL

C - INSURANCE REQUIREMENTS

D - REQUIRED FORMS - AAs - SIG-LEGAL-STATUS - DECLARATION OF NONCOLUSION 08022024

E - CONFLICT_OF_INTEREST (5)

F - DESIGNATED REPRESENTATIVESdocx

G - DISQUALIFICATION_DISCLOSURE (4)

H - RELEVANT EXPERIENCE FORM

I - Pasadena_Taxpayer_Protection_Amendment_Disclosure (2) J - NGO-Criteria-Form-Sample

1. Introduction

1. Summary

The Pasadena City Attorney/City Prosecutor’s Office works to arrive at creative solutions, which effectively address issues affecting residents and businesses in the City and assure that the public interest is well served in the areas of civic representation and criminal prosecution.

The City Prosecutor seeks to contract with a qualified nonprofit agency to implement its pilot HOME Diversion Program to reduce recidivism among unhoused adults with mental health and/or substance use disorders. HOME is grant funded through the California Board of State and Community Corrections (CA BSCC) Prop 47 Cohort 5.

The program will provide a low-barrier, trauma-informed alternative to prosecution for individuals cited, arrested, charged with, or at risk to be arrested for non-violent misdemeanors.

Eligible participants will be diverted from the criminal justice system into immediate interim housing with wraparound services such as case management, behavioral health therapy, substance use counseling, housing navigation and job training. The program aims to reduce recidivism, homelessness, and improve public health and safety in Pasadena.

2. Background

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

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

The Office of the City Attorney / City Prosecutor represents the City of Pasadena with the utmost professionalism and providing the highest quality legal service. The Office consists of three divisions which include Civil, Prosecution, and Oversight Commission Support. Specifically, the Prosecution Division prosecutes misdemeanor offenses occurring in the City of Pasadena arising out of violations of State or municipal law. The Prosecution Division is committed to incorporating community partnerships and collaborations that expand and improve on efforts to divert individuals away from criminal justice involvement through diversion focused programs and improved mental health and substance use recovery supports.

3. Contact Information

Deadline for Questions

The deadline to submit questions related to this solicitation is Wednesday, August 5, 2026, prior to 5:00 pm.

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

Samantha Piedra Program Coordinator II Email: sapiedra@cityofpasadena.net Phone: (626) 744-4585 Department:

City Attorney

4. Timeline

Release Project Date July 30, 2026

Pre-Proposal Meeting (Non-Mandatory) August 4, 2026, 1:00pm

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/236049118 198820?p=D6lGFIZuLmH8eYaBFK Meeting ID: 236 049 118 198 820 Passcode: aB2TN9C9 Need help? | System reference Dial in by phone +1 213-493-7443,,443079555# United States, Los Angeles Find a local number Phone conference ID: 443 079 555# For organizers: Meeting options | Reset dial-in

PIN

Question Submission Deadline August 5, 2026, 5:00pm

Submission Deadline August 20, 2026, 3:00pm mailto:sapiedra@cityofpasadena.net tel:(626)744-4585 https://teams.microsoft.com/meet/236049118198820?p=D6lGFIZuLmH8eYaBFK https://teams.microsoft.com/meet/236049118198820?p=D6lGFIZuLmH8eYaBFK

2. General Instructions

1. NOTICE REGARDING DISCLOSURE OF CONTENTS OF DOCUMENT

All responses to this Solicitation 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 responses 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 response which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a response 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 responses electronically through the City of Pasadena's eProcurement Portal no later than 3:00 pm on Thursday, August 20, 2026. Please upload sufficiently early electronically through the city's eProcurement Portal before the time and day listed in this Solicitation. responses must be received in the system prior to the deadline.

The entire response must be formatted on standard-size 8½”x11” pages; 12 point font only.

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

Responses received after the Deadline may not be accepted by the City.

3. Pre-Application Meeting

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

Each responder will have the opportunity to clarify and ask questions regarding the solicitation.

The Pre-Application Meeting will be held at the time, date, and location in the Timeline of this solicitation.

4. Definitions https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/288077/document?section=2776292 https://procurement.opengov.com/portal/pasadena/projects/288077/document?section=2776288 https://procurement.opengov.com/portal/pasadena/projects/288077/document?section=2776284

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.

3. Scope of Work

1. Eligibity Requirement

The Non-Governmental Organization (NGO) must identify and submit with their response not less than $107,958 in leveraged funding for staff roles assigned to the program or their response may be deemed non-responsive.

2. Scope of Work

BACKGROUND - The Pasadena City Attorney/City Prosecutor’s Office works to arrive at creative solutions, which effectively address issues affecting residents and businesses in the City and assure that the public interest is well served in the areas of civil representation and criminal prosecution.

To improve the recidivism rate among unhoused adults with mental health and/or substance use disorders residing in Pasadena, the City’s Prosecution Division seeks to contract with a qualified nonprofit agency to implement the HOME Diversion program (Helping Offenders with Meaningful Engagement) and provide pathways to supportive services that respond to the diverse needs of HOME’s target population. The City emphasizes that the program scope and budget are fixed as the HOME program design has been reviewed and approved through State of California’s Board of State and Community Corrections Cohort 5 funding cycle and City Council (as referenced in Attachment G and H); the City seeks only to confirm which qualified nonprofit agency meets criteria and is willing and can deliver the predefined services and budget exactly as specified for the target population.

SCOPE OF WORK - The Pasadena HOME Diversion program (Helping Offenders with Meaningful Engagement) will connect justice-involved unhoused adults with a history of mental health or substance use disorders to housing and treatment. HOME aligns with the intent of the California Board of State and Community Correction’s Prop 47 Cohort 5 by maximizing alternatives for justice-involved people, reducing recidivism by supporting mental health and substance use treatment, providing housing, job training, and providing other services as needed.

HOME is designed to follow an interim housing model and is a low-barrier, Housing First program specifically because of the high barriers to engagement the target population faces. The selected nonprofit agency (NGO) must follow a service delivery approach that is informed by the knowledge that participants are living with complex, unaddressed health and mental health needs, and will have experienced criminal justice system involvement and other trauma, all known barriers to serving this population.

The NGO must have expertise in trauma-informed and evidence-based practices, including Harm Reduction, Overdose Prevention and Intervention, Mental Health First Aid, Non-Violent Crisis Intervention, the Risk, Needs, Responsivity Model, and Restorative Justice. HOME advances the principles of Restorative Justice by diverting people to housing and services as a preventive intervention and offering dismissal of their criminal cases after successful completion.

There are three (3) main program goals and objectives that the NGO must aim to achieve throughout the program’s term, which are:

1. Divert people experiencing homelessness with substance use disorder (SUD) and/or behavioral health needs cited, arrested, at risk for arrest and/or charged with Prop 47 related misdemeanor offenses to interim housing and individualized wraparound services

2. Reduce recidivism among Prop 47 eligible adults experiencing homelessness in Pasadena via receipt of treatment and/or improved housing status

3. Ensure program participants have increased well-being and socioeconomic opportunities upon exiting program.

The Prosecution Division is committed to implementing the program within three months of contract execution. The NGO shall work with the identified motel partner for the duration of the program to fill a total of 9 reserved rooms per day (maximum 2 participants per room). The NGO shall implement and follow the approved program activities and services as outlined below to quickly transition eligible individuals into the motel and wraparound services.

HOME Referral Pathways - To ensure that all eligible individuals are informed about the opportunity to divert into supportive services, there are various referral pathways into HOME.

Individuals will be referred by community-based, prevention-focused programs such as the Pasadena Outreach Response Team (PORT), the Pasadena Police Department, the Pasadena City Attorney/City Prosecutor (CP), the Public Defender, and the Superior Court.

Participant Intake and Assessment - Candidate screening will include verifying a qualifying criminal offense (at-risk of arrest, charge, or conviction), mental health or substance use disorder, and homeless status. The presence of mental health and/or substance use needs will be confirmed primarily through observation and self-reporting, thereby removing an obstacle that potential enrollees would face if required to provide clinical documentation or proof of treatment. A risk and needs assessment screening must be completed at the point of intake to determine the participant’s transitional support needs (clothing, food, government benefits, substance use and behavioral health needs, etc.). The needs assessment will help inform each participant’s service plan priorities.

Participant Enrollment - To participate, an individual must agree to stay in the HOME program interim housing site and participate in an Individual Service Plan focused on connecting to long-term resources that support their wellbeing. Upon enrollment, HOME will offer participants a range of on-site services including case management, therapy, and substance use counseling.

Program enrollment is anticipated to last 9–12 months to provide participants consistent access to services and supports while they work with staff to secure permanent housing. Each participant will collaborate with their assigned case manager to identify their service plan priorities and an action plan to achieve short- and long-term health, housing, and income goals. The case manager, using a trauma-informed approach, will build upon risk and needs assessment conducted at intake to identify each participant’s existing support systems, resources, strengths, and needs to support this conversation.

Case Management and Wraparound Services - As each participant begins the program, HOME will first address basic needs such as housing, food, hygiene, and benefits – via:

• Immediate placement in interim housing through leased motel rooms reserved at the identified motel

• Food and meals at enrollment and ongoing during the program to supplement CalFresh benefits

• Clothing, hygiene, and toiletry items as needed

• Case management will prioritize enrollment in CalFresh, General Relief and other benefits to boost self-sufficiency

Beyond basic needs, participants will receive on-site wraparound services to promote community reintegration and prevent recidivism.

Coordination and Reporting - The NGO shall coordinate closely with the City’s Prosecution staff and partner agencies. To streamline communication and program updates, the NGO will be responsible for participating in as-needed planning and coordination meetings with City staff (anticipated weekly or biweekly ongoing), and mandatory Local Advisory Committee (LAC) meetings. The LAC meetings is designed to support program design, implementation, and sustainability – helping to inform continual process improvement and ensure the program is impacting community members with the highest needs.

City Prosecution staff, along with HOME program evaluator, will collaborate with the NGO to review all required reporting documents and provide any necessary materials or guidance needed for their completion. The NGO will be responsible for collecting monthly participant data, maintaining accurate records, and reporting all program outcomes to Prosecution staff. All collected data is compiled and submitted to the BSCC in accordance with established reporting requirements.

Desired Outcomes - Expected outcomes may include, but are not limited to:

• Reduce recidivism among Prop 47 eligible adults experiencing homelessness in Pasadena via receipt of HOME program, treatment, and/or improved housing status

• Improved access to permanent housing and supportive services (e.g. mental health treatment services, substance use disorder services)

• Increase well-being and socioeconomic opportunities for participants upon graduating the program

Staffing - Staffing for the HOME Program shall be implemented according to the budget allocations identified in the approved BSCC Prop 47 Cohort 5 HOME Program budget as referenced and attached (Attachment H). If the required positions are not currently filled, the nonprofit agency must complete all necessary hiring within three months of contract execution.

Existing agency staff may be assigned to provide specific services that support program participants; however, the agency is required to maintain, at a minimum, the staffing positions listed below.

• 1.0 FTE Program Manager

• 1.0 FTE Substance Use Counselor

• 1.0 FTE Site Assistant

Staff roles, responsibilities, and activities include:

• Case management services shall support participants in developing individualized income-stabilization plans and securing eligible public benefits, including but not limited to DPSS programs, Medi-Cal, and SSI/SSDI. Staff shall leverage other sources, such as CalAIM, and coordinate activities that promote reintegration by facilitating connections with participants’ support systems, such as family and friends.

• Case management shall identify and utilize existing community service and resource networks to ensure participants are linked to appropriate services that address their immediate needs and enhance their overall outcomes throughout the duration of the program.

• Licensed substance use counselors provide individual and group counseling, including AA and NA panels.

• Licensed behavioral health therapist shall be utilized to provide trauma-informed individual and group therapy related to experiencing homelessness and criminal justice involvement and to connect participants to appropriate long-term mental health resources such as psychiatry.

• Housing navigation services to assess participants’ barriers to obtaining housing, assist with document acquisition, coach life skills necessary to conduct a housing search, and connect participants to housing subsidies through the Los Angeles region’s coordinated entry system (CES) or the Pasadena Housing Authority.

• Site attendants to ensure participant needs are met throughout the day, extend coverage into evening hours, and assist participants with maintaining their rooms in safe, sanitary condition.

• Service staff will be scheduled to ensure 24/7 continuous staff presence and access to services.

• To ensure a safe environment for participants, the staffing model includes 24-hour security and security cameras in common areas.

The selected nonprofit agency shall be responsible for providing job skills training and specialized support services to participants who are survivors of domestic violence. If the selected agency does not offer these services in-house, it shall establish partnerships with qualified local organizations, such as Flintridge Center and Shepherd’s Door, to ensure these service requirements are met. These services are mandatory components approved by the BSCC and must be fulfilled accordingly.

Timeline - The HOME program will commence three months after contract execution. However, if all required personnel and participant services are in place prior to that time, the HOME program may begin immediately and upon completion of an initial introductory meeting with the City’s Prosecution staff to launch the program. The service delivery period for the HOME program will run from the effective date of the contract execution through December 31, 2028.

Budget - The City’s Prosecution Division has been awarded a total of $3,677,869 by the BSCC for the HOME program client services, with an expenditure period beginning at contract execution and ending December 31, 2028. Additionally, the NGO must identify at least $107,958 in leveraged funding for staff roles assigned to the program.

The program budget consists of defined line item allocations, each with a not to exceed amount, and collectively not exceeding the total contract award. Applicants may modify the number of FTEs and line item values, however, the total program budget must remain within the funding limit already approved by the BSCC. The selected nonprofit agency is expected to either operate within the established budget amounts or propose cost-efficient approaches that fall below those amounts while still accomplishing the goals and objectives of the HOME program.

A sample HOME Program Budget for the contract term with leveraged funds reflected in the total:

Project Budget Categories Amount

Personnel to Support the HOME Program Operations (i.e. Program Manager, Substance Use Counselor, Site Assistant, and Case Manager)

$673,909

Participant Services (sample line items below) $1,498,101

Food and Sundries $203,013

Motel (Site Identified; $120 daily room rate per day) $1,218,078

Motel Damage Mitigation $15,450

Miscellaneous Costs $61,560

Other Expenses (sample line items below) $953,326

Security Service $703,779

Office Supplies $7,217

Office Space $135,342

Staff Meeting and Travel $5,090

Vehicle, Insurance, Gas $61,182

Communication Information Technology $40,716

Leveraged Funds $107,958

Subcontracts (As needed fee-for-service pool of funds allocated $75,000 annually, 3yrs = $225,000 for the following uses: (1) employment readiness; 2) domestic violence survivor support; (3) mental health service.)

$225,000

Administration $327,533

TOTAL (BSCC Funding + NGO Leveraged Funds) NTE $3,785,827

4. Evaluation Criteria

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

Pricing will be a pass/fail eligibility requirement. The NGO must identify no less than $107,958 in leveraged funding for staff roles assigned to the program. The documentation for said leveraged funding must be submitted in the submittal checklist.

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. Experience, Certifications, and References Points will be assigned to vendors with the depth of experience and technical capability required to successfully manage programs of this size and complexity as delineated in the Scope of Work. In addition to evaluating a vendor’s prior work with municipal agencies and projects of similar scope or prior BSCC-funded program experience. Points will be assigned for demonstrated experience operating interim housing programs, as well as direct work with criminal justice–involved populations and individuals experiencing mental health or substance use challenges. We aim to understand each vendor’s relevant experience, certifications, and technical experience.

Points Based 40 (40% of Total)

2. Program Outcomes Points will be assigned for the vendor’s ability to effectively track, measure, and report program outcomes required under BSCC guidelines, with particular emphasis on recidivism, housing stability, and mental health or substance use disorder progress. The vendor should include the proposed data-collection methods, tracking systems, and any demonstrated experience managing outcome data for Prop 47 funded programs or comparable programs. Vendor should also include the methods they intend to implement with participants who graduate from the HOME program to track whether they recidivate or not.

Points Based 25 (25% of Total)

3. Community Engagement Points will be assigned based on how the vendor uses its internal and external networks to connect participants with appropriate services. In the case that the agency does not internally offer programs focused on workforce development and/or domestic-violence services, describe the agency’s strategy for building or strengthening relationships with local agencies to meet program requirements.

Points Based 5 (5% of Total)

4. Administrative Capacity Points will be assigned for staffing assigned to this project/contract, and staff accessibility and availability to the project. Provide a copy of the agency’s organizational chart, and the total number of agency staff. Points will be assigned to vendors based on their ability to rapidly ramp up staffing by exhibiting immediate hiring capacity or clearly outlining hiring processes, including how long it takes to onboard qualified personnel. Provide comprehensive position descriptions that align with the scope of work.

Points Based 20 (20% of Total)

5. Reverse Ratio Method Points will be assigned based on a "Reverse Ratio Method." The applicant's cost proposal must include all costs associated with providing the proposed solutions, including implementation, delivery, and any recurring costs, as specified in the Scope of Work and the Price Proposal.

Under this method, the applicant with the Highest Leveraged Funding will receive the maximum number of points allocated for cost.

All other applications will receive a proportional percentage of the available points based on the relationship of their evaluated leverage funding to the highest evaluated leveraging funding.

Awarded points shall be calculated using the following formula:

Evaluated Leveraged Funding ÷ Highest Leveraged Funding Evaluated × Maximum Points Allowed = Awarded Points

Points Based 10 (10% of Total)

5. City Requirements

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

1. Pasadena Operating Companies

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

2. Equal Employment Opportunity in Contracting

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

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

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

The 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 #Bidder's 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. Pasadena Business License

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

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

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

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

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

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

7. 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.

https://procurement.opengov.com/governments/portal/pasadena/projects/288077/document?section=undefined https://www.cityofpasadena.net/finance/licenses/business-licenses/ https://invoice.cityofpasadena.net/PortalGuide.pdf

8. Acceptance of Conditions

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

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

9. 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.

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

10. 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.

11. Errors and Omissions

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

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

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

13. Taxes

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

14. Certificate of Insurance

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

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

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

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

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

16. LIMITATIONS ON LIABILITY

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

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

17. Recycled Product Procurement Mandates Pertaining to Local Governments [22150 - 22154] 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 https://www.irs.gov/pub/irs-pdf/fw9.pdf

This section is only applied when buying paper products.

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

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

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

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

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

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

The Levine Act precludes an officer of a local government agency, including an elected official, from participating in the award of a contract if he or she receives any political contributions totaling more than $250 in the 12 months preceding the pendency of the contract award, and for 12 months following the final decision, from the person or company awarded the contract.

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

19. AVAILABILITY OF FUNDS

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.

20. 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.

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

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 Prop 47 HOME Diversion Program 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.

21. Technical Assistance Providers

Technical Assistance Providers serve as vital partners to the City of Pasadena by equipping small, local, and underserved businesses with the knowledge and tools needed to compete for public contracting opportunities. These providers offer personalized guidance and resources to help businesses confidently navigate complex government procurement processes.

10.1. Small Business Development Center (SBDC)

If you need business-related Technical Assistance with preparing your written proposal, or if you need assistance responding to this solicitation, you may request it through the SBDC. Email:

sbdc@pasadena.edu. Phone: 626-585-3105, or visit our website: www.pccsbdc.org.

About the Pasadena City College Small Business Development Center:

Our program is dedicated to promoting economic growth in our community. We provide confidential, no cost one-on-one business consulting to assist with business startups, growth, loans, marketing, government contracting, technology and more. We have the resources to help you start, grow or manage your business! We also offer workshops at no cost to help you strengthen your business knowledge and apply it immediately to your business plans. Whether starting a new business or running an existing business, we can help you guide your business to a successful future.

About the Pasadena City College SBDC Team:

Our team is pleased to offer our consulting services in English, Spanish and Italian if needed.

Please contact us at 626.585.3105 to schedule your appointment.

10.2. HPP Cares – Small Business Support

mailto:sbdc@pasadena.edu https://www.pccsbdc.org/

HPP Cares is a 501(c)(3) nonprofit. The organization is committed to helping small, local, and underserved businesses prepare for public contracting opportunities, including opportunities with the City of Pasadena. Contact: Phone: (562) 281-8861; Email: info@hppcares.org; Website:

https://hppcares-businessplaybook.com/

Organizational Capabilities:

HPP Cares provides tailored guidance and support for small businesses navigating the public procurement process. Through its “Small Business Playbook,” businesses gain access to:

• Clear steps for registering on SAM.gov and obtaining necessary government identifiers

• Guidance on selecting appropriate NAICS codes and structuring a business entity

• Templates and tips for creating a strong capability statement

• Instructions for securing relevant certifications and setting up a business bank account

Technical Assistance:

HPP Cares offers free one-on-one coaching, and easy-to-follow written materials covering:

• Bid and proposal preparation

• Budgeting and financial planning

• Registering on eProcurement platforms

• Accessing business resources mailto:info@hppcares.org https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fhppcares-businessplaybook.com%2F&data=05%7C02%7Cawatson%40cityofpasadena.net%7Ccd37e5fd5e334936b6cf08dd8ce8c8e1%7C82d9fc002c664402a28fc6bcdc32e491%7C1%7C0%7C638821653640949915%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=TIaiHAtwBRKnZjB%2FZIfzkVBClDKkmPRsTl8BqsR2QTk%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fsam.gov%2F&data=05%7C02%7Cawatson%40cityofpasadena.net%7Ccd37e5fd5e334936b6cf08dd8ce8c8e1%7C82d9fc002c664402a28fc6bcdc32e491%7C1%7C0%7C638821653640982514%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=ukF%2Bn3fdb8R5GNOZbjZ549ZrscgHMUDNVMc%2F67HAYbQ%3D&reserved=0

6. Insurance Requirements

1. Insurance Requirements

SEE INSURANCE REQUIREMENTS, IN THE ATTACHMENTS SECTION OF THE SOLICITATION.

7. Price Proposal

Each Proposer must submit a Price Proposal containing all costs associated with the response.

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 Solicitation 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 response.

Using the attached Price Proposal in this Solicitation , 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:

1. 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);

2. performance of each and every portion of the work

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

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

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

SCOPE OF WORK;

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

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

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

SAMPLE PRICE PROPOSAL

A sample HOME Program Budget for the contract term with leveraged funds reflected in the total. The City’s Prosecution Division has been awarded a total of $3,677,869 by the BSCC for the HOME program client services, with an expenditure period beginning at contract execution and ending December 31, 2028. Additionally, the NGO must identify at least $107,958 in leveraged funding for staff roles assigned to the program. The program budget consists of defined line item allocations, each with a not to exceed amount. INSTRUCTION: Provide a proposed amount for each of the line items listed below not to exceed the total for each line item prescribed in the

Scope of Work. Include an Annual Cost for each of the line items shown below.

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Personnel - See Scope of Work for Requirements

3 Annual

2 Participant Services - See Scope of Work for Requirements

3 Annual

3 Other Expenses - See Scope of Work for Requirements

3 Annual

4 Subcontractors - See Scope of Work for Requirements

3 Annual

5 Administration - See Scope of Work for Requirements

3 Annual

TOTAL

8. Review and Award Recommendation Process

1. Review and Award

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

PROPOSERS may be invited to a meeting to provide additional clarification of the content of their response. 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 response review. The meeting will not alter the selection criteria but will be used to clarify content of the response. The final scoring and ranking will be made after the meetings. Responses shall consist of the sections named in the “Contents of Proposal” outlined below.

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

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

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

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