Renewable_Natural_Gas_(RNG)_Supply_for_Municipal_Fleet_Operations.pdf

Renewable Natural Gas (RNG) Supply for Municipal Fleet Operations

REQUEST FOR INFORMATION

Thursday, July 23, 2026

City of Pasadena Public Works Department, BSFMD

Thursday, July 23, 2026

REQUEST FOR INFORMATION (RFI)

Introduction

Summary

The City of Pasadena is seeking information from qualified firms regarding the supply of Renewable

Natural Gas (RNG) for use in the City’s compressed natural gas (CNG) vehicle fleet.

The purpose of this Request for Information (RFI) is to gather information regarding available RNG products, supplier capabilities, environmental attributes, pricing structures, contract models, reporting capabilities, and industry best practices. Information obtained through this RFI may be used to assist the

City in developing future procurement documents and determining the most effective strategy.

This RFI is issued solely for information and planning purposes and does not constitute a solicitation, request for proposal, invitation for bid, or commitment by the City to award a contract.

Background

The City currently operates a municipal fleet utilizing CNG and maintains municipal fueling infrastructure to support fleet operations. The City seeks information to better understand the current RNG marketplace and potential procurement strategies for future fuel supply requirements.

Timeline

Release Project Date July 23, 2026

Question Submission Deadline August 10, 2026, 2:00pm

Proposal Submission Deadline August 17, 2026, 3:00pm

Thursday, July 23, 2026

Scope of RFI

Purpose

The City operates a municipal fleet that utilizes compressed natural gas (CNG) as a transportation fuel source. The City is interested in evaluating renewable fuel options that may support operational, environmental, and regulatory objectives while maintaining reliable fuel supply for fleet operations.

The City seeks information from suppliers, marketers, producers, and other qualified industry participants with experience supplying Renewable Natural Gas (RNG) for transportation fuel applications.

Scope of Work

The City of Pasadena is seeking information regarding RNG supply solutions for use in its CNG fleet operations. The City is interested in understanding available RNG products and services, supply methods, environmental attributes, reporting capabilities, contract structures, pricing methodologies, and industry practices associated with RNG procurement and utilization.

Information obtained through this Request for Information (RFI) may be used to assist the City in evaluating available market solutions and developing future procurement documents for RNG supply services.

Information Requested

The City is seeking information from qualified firms regarding their experience, qualifications, and capabilities related to the supply of Renewable Natural Gas (RNG) for transportation fuel applications.

Respondents are requested to provide information regarding available RNG products and services, supply methods, environmental reporting capabilities, environmental attributes, contract structures, pricing methodologies, environmental credits and incentive programs, and industry best practices.

Respondents should address the questions contained in the RFI Questions section and may provide any additional information they believe would assist the City in evaluating future RNG procurement options.

RFI Instructions

General Instructions

The information obtained from this RFI process may contribute to, and be used for, the guidance of a formal solicitation. The City is interested in identifying whether Contractors responding to this RFI are ultimately willing to respond to a formal solicitation, and potentially accomplish the tasks described in this RFI. Contractors are welcome to schedule a meeting with Elena Olimpio, Public Works Department, BSFMD for coordination of a presentation. THERE WILL BE NO CONTRACT AWARDED AS A RESULT OF

THIS RFI PROCESS. This RFI is a public solicitation of information designed to assist the City in determining an optimal solution and procurement strategy.

No payment shall be made to individuals, contractors, suppliers, or manufacturers that represent for information and solutions provided in response to this RFI.

Thursday, July 23, 2026

RFI Questions

Has your company supplied RNG (Renewable Natural Gas) to a governmental agency?*

☐ Yes

☐ No

*Response required

If yes, approximately how many public agency customers do you currently serve?*

Select all that apply

☐ 1-5

☐ 6-10

☐ More than 10

☐ N/A

*Response required

Which RNG services does your company provide?*

Select all that apply

☐ RNG commodity supply

☐ Pipeline transportation

☐ Environmental attributes (Renewable Identification Numbers [RINs]/Low Carbon Fuel Standard

[LCFS])

☐ Carbon intensity reporting

☐ Regulatory/compliance reporting

☐ Other (please specify)

*Response required

If you selected "Other," please describe the additional services your company provides.

Does your company provide tracking and reporting of environmental attributes?*

☐ Yes

☐ No

*Response required

Which of the following does your company provide?*

Select all that apply

☐ Carbon Intensity reporting

☐ LCFS reporting

☐ RIN reporting

☐ Sustainability reports

☐ Third-party certifications

Thursday, July 23, 2026

☐ None

*Response required

Does your company assist customers with environmental credits or incentive programs?*

☐ Yes

☐ No

*Response required

If your company provides environmental credits or incentive programs, please list them.

What contract terms does your company typically offer?*

Select all that apply

☐ 1 Year

☐ 3 Years

☐ 5 Years

☐ Longer than 5 years

*Response required

Can your company supply RNG through the Southern California Gas pipeline?*

☐ Yes

☐ No

*Response required

Can your company provide monthly usage and environmental reporting?*

☐ Yes

☐ No

*Response required

What type of pricing structure does your company offer?

Through what type of procurement process does your company typically sell its products or services to governmental agencies?

Select all that apply

☐ Request for Proposals

☐ Competitive Bids

☐ Sole Source or "Piggy Back-able" contracts

☐ Never Participated in a Competitive Process with a Governmental Agency

Would your company be willing to respond to a formal competitive solicitation (Bid or

RFP) released by the City of Pasadena for the goods or services described in this RFI?*

☐ Yes

Thursday, July 23, 2026

☐ No

*Response required

Attach any additional information you believe is relevant to this RFI

Submittal Instructions

Early Preparation for Submission

We value your participation in this solicitation and want to ensure you have every opportunity to present your response in the manner instructed in this solicitation. It is important that you submit a complete response prior to 3:00 pm on Monday, August 17, 2026 through this eProcurement portal. We strongly advise against waiting to within the last three days of the submittal deadline to begin working on your response. Starting early on your response increases time to:

• Thoroughly review all requirements and the entire solicitation document.

• Gather, organize, and complete the necessary documents for submittal.

• Address any unforeseen technical issues that may arise during the preparation or submittal of your response.

Delaying your response may result in errors, or can cause you to miss the submission deadline. Either of which can negatively impact your submittal or cause your submittal to not be accepted.

Training Resources for Vendors:

Screen Shots:

Instructions for the new eProcurement System: The following link will help you Get Started

(https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9) and will include vendor guides for using the system. Below are additional screen shots for support.

All Video Guides: OpenGov Procurement Vendor Training

1. New Supplier Account

2. Submit a Bid or Proposal

3. Updating Your Company Designation on a Solicitation

4. Vendor Selection of Category Codes

5. How To Subscribe To Organizations And Find Active RFPs & Bids

6. Login Process

7. How to Edit or Withdraw your Proposal after it's been Submitted https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9 https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9 https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/dceacbcf-203c-4b0d-aa57-550043bb0dc0 https://opengov.my.site.com/support/s/article/8e675a48-dad3-4759-9bae-6b4cb7970d21 https://opengov.my.site.com/support/s/article/2f7dbe3d-9f16-4179-8358-d55fdb37b858 https://opengov.my.site.com/support/s/article/fb581c18-5508-40d7-b714-c753af6514a1 https://opengov.my.site.com/support/s/article/f7fe1d1e-d79c-449a-ad8b-1d736d40b9cd https://opengov.my.site.com/support/s/article/a9d24d60-2ba1-4393-93c5-7512795f080e https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe

Thursday, July 23, 2026

8. How to Submit a Question

9. Viewing Bid Results

Video Trainings

OpenGov Technical Support

Technical support for an eProcurement system plays a vital role in ensuring smooth operations. You can call or email technical support using the information below.

• Phone: (650) 336-7167

• Email: support@support.opengov.com

• Issue Log: https://opengov.my.site.com/support/s/contactsupport/incident

• Live Chat: Click on the circle blue icon at the bottom right of the screen.

Internet Access A. The City cannot guarantee that equipment involved in Solicitation Submission will be available to provide information or receive transmittals. It is your responsibility to ensure that you have current information and that your Submission is received as instructed in this solicitation complete and prior to the deadline. The City is not responsible for the confidentiality of information transmitted over the Internet.

B. It is the Respondent's responsibility to review your status in our eProcurement system and update your contact information and notification preferences accordingly.

C. The City does not recommend waiting until the last two days to start preparing or submitting your response.

Electronic Submission and Delivery Instructions

Parties interested in responding are required to submit electronically through the City of Pasadena's eProcurement Portal prior to 3:00 pm, Monday, August 17, 2026. Please upload all required documents as instructed in the section named Submittals/Checklist 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 Specification or Scope of Work included in this Notice shall be considered part of any contract made pursuant thereunder.

Withdrawal of Proposal

Any Bidder or Proposer may withdraw their response via the City's eProcurement Portal prior to 3:00 pm on Monday, August 17, 2026.

https://opengov.my.site.com/support/s/article/12c62371-147b-45f4-9bcd-cf2ce5f58259 https://opengov.my.site.com/support/s/article/1323740f-ec46-48ee-a820-954bdd03f739 https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed mailto:support@support.opengov.com https://opengov.my.site.com/support/s/contactsupport/incident https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/277222/document?section=undefined https://procurement.opengov.com/portal/pasadena

Thursday, July 23, 2026

City Changes to the Solicitation Documents

The City reserves the right to change any part of these Instructions and Specifications any time prior to the bid opening. Any changes shall be in the form of addenda and will become a part of the bid documents and of the contract. Addenda shall be made available to each Bidder or Proposer. A Bidder's or Proposer's failure to address the requirements of the addenda may result in the response not being considered. If the City determines that a time extension is required for the bid, the addenda will give the new submission date.

Addenda shall be acknowledged via the City'seProcurement Portal for the project named "Renewable

Natural Gas (RNG) Supply for Municipal Fleet Operations." Project ID: 2026-RFI-0379. Bidders or

Proposers can view a list of addenda released by the City by clicking on "Addenda & Notices." While drafting a response, there is a section for "Addenda Confirmation" where Bidders or Proposers must acknowledge each addenda released.

Deadline for Questions

The deadline to submit questions related to this solicitation is Monday, August 10, 2026, prior to 2:00 pm.

Questions regarding this solicitation should be submitted directly through the City's eProcurement

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

Follow these simple steps to submit your proposal electronically:

If you are already registered and need help logging in or retrieving your user information utilize the blue chat bubble visible on the lower right hand corner of the screen.

Click on the hyperlink for the City's eProcurement Portal to create your vendor profile.

Electronic Submission of Bids

All Proposers are required to submit their bid pricing electronically via the city's eProcurement Portal.

The electronic system will close submission exactly at the date and time set forth in this solicitation or as changed by addenda. In addition, your bid must be submitted via the eProcurement Portal.

Proposers are responsible for submitting and having their bid accepted before the closing time set forth in this solicitation or as changed by addenda. NOTE: It is the Proposer's sole responsibility to ensure their bid and document(s) are uploaded, transmitted, and arrive in time electronically. The City will have no responsibility for bids that do not arrive in a timely manner, no matter what the reason.

Upon closing of the Bid, Bid Results will be available on the City's eProcurement Portal.

In the case of a discrepancy between the electronic bid schedule (pricing) and any uploaded Bid schedule document or pricing, the electronic bid schedule will be the accepted bid.

Steps to Submit Your Electronic Proposal:

Thursday, July 23, 2026

To submit an offer to the City, vendor must begin by clicking on the green DRAFT PROPOSAL button.

https://procurement.opengov.com/portal/pasadena/projects/277222

1. Acknowledge all Addenda

2. Accept City of Pasadena Terms and Conditions Message

3. Answer all required vendor questions.

4. Upload all required forms. Proposer may save their work and return.

5. Review your work and submit proposal when ready.

6. You will receive a confirmation email from OpenGov upon receipt of your bid/proposal.

7. Proposer may withdraw their bid at any time prior to 3:00 pm on Monday, August 17, 2026.

Note: If an addenda is issued after a response has been submitted, Proposer or bidder must return to take steps below. Failure to do both steps will result in an invalidated offer.

1- Acknowledge the new addenda; and

2- Resubmit your bid through the City's eProcurement Portal.

Do Not upload a Zip File: Unzip Your Files

Note: If your files are [zipped or] in a zip folder, you may need to unzip the files before uploading. The following instructions may be helpful to do so.

1. Open File Explorer, and find the zipped folder.

2. To unzip the entire folder, right-click to select Extract All, and then follow the instructions.

3. To unzip a single file or folder, double-click the zipped folder to open it. Then, drag or copy the item from the zipped folder to a new location.

Vendor Registration Instructions & Customer Service information:

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

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

Customer Service https://procurement.opengov.com/portal/pasadena/projects/277222 https://procurement.opengov.com/portal/pasadena mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com

Thursday, July 23, 2026

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

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

Surety2000 Instructions

If a bid bond is required, below are instructions for utilizing Surety2000 to submit an electronic bid bond.

Video Trainings:

• How a Contractor Registers with

Surety2000: https://drive.google.com/file/d/1SCj8obRykze8hIIrG84yYD5Wbod7ZQuR/view

• How to Create a Bond:

https://drive.google.com/file/d/1_ZphPelkFAhVhYhUdpKU1sC1xpNjVnf3/view

• How to Sign the Bond: https://drive.google.com/file/d/1wT3UVU-hiecfocwAOwaAh9rP93mKQ-

9P/view

Bid Bond Instruction:

Bidders must provide all required information for the City to verify the bond with their bid. The bond must meet the following requirements and characteristics: Bid security in the amount of five percent

(5%) of the total bid price in the form of a redeemable or callable electronic surety bond, meeting City requirements, must accompany all bids. If the Bidder to whom the contract is awarded shall for fifteen

(15) calendar days after such award fail or neglect to enter into the contract with the required insurance documentation, submit the Construction & Demolition Waste Management Plan, and file the required bonds, the City may deposit in its treasury said bid security and, under no circumstances, shall it be returned to the defaulting Bidder. Failure to return signed contract with all the attachments stated above may result in having the project awarded to the next lowest bidder.

Here is what bidders must provide to their bonding agent when trying to setup a bid bond for the City of

Pasadena: The Project ID of the solicitation on which you are bidding. Your Contractor Vendor ID which is your Federal Tax ID or it’s equivalent. Both fields are required for validation. If you are having trouble finding these ID’s, please contact Surety2000 at 1-800-660-3263 or email help@surety2000.com mailto:procurement-support@opengov.com https://drive.google.com/file/d/1SCj8obRykze8hIIrG84yYD5Wbod7ZQuR/view https://drive.google.com/file/d/1_ZphPelkFAhVhYhUdpKU1sC1xpNjVnf3/view https://drive.google.com/file/d/1wT3UVU-hiecfocwAOwaAh9rP93mKQ-9P/view https://drive.google.com/file/d/1wT3UVU-hiecfocwAOwaAh9rP93mKQ-9P/view mailto:help@surety2000.com