Community-Police Mediation Pilot Program

The City of Pasadena is requesting proposals for mediation services to support its Community-Police Mediation Pilot Program, with proposals due September 2, 2026 at 3:00 p.m., and questions due August 24, 2026 at 5:00 p.m.

The selected organization must demonstrate expertise in facilitative mediation, ideally with law enforcement experience. The scope requires assembling a small, diverse team of trained, impartial mediators to facilitate approximately 18 mediations annually addressing complaints involving Pasadena Police Department personnel. Mediation is voluntary, informal, and non-disciplinary, designed to foster mutual understanding and build trust between complainants and police personnel. The organization must facilitate mediation sessions, collect participant surveys, complete post-mediation outcome surveys, coordinate closely with City staff through monthly check-ins, and provide representatives to attend up to five community organization meetings and seven half-hour briefings with PPD personnel. The selected organization is expected to understand Pasadena's community landscape and departmental policies and procedures related to complaints and mediation processes.

The maximum annual budget is $55,000, which must cover mediator compensation for approximately 18 sessions (3–4 hours per session), representative compensation for monthly check-ins, costs for a one-hour mediator orientation, community and department engagement activities, and up to 18% administrative fees for supplies and overhead. The initial contract term is three years from execution, with two optional one-year extension periods subject to City Manager approval.

Evaluation criteria include experience and qualifications (35%), mediation philosophy and program approach (30%), cost proposal using a lowest-cost preference ratio (25%), Pasadena local business preference (5 points), and small or micro-business certification (5 points). Proposals must be submitted electronically through the City's eProcurement Portal and include a cover letter, table of contents, separate technical and price proposals not exceeding 20 pages in 12-point font on standard 8"×11" pages. Bidders must submit five relevant experience references on comparable projects and comply with the Pasadena Living Wage Ordinance (applicable at $25,000 or more), equal employment opportunity practices, non-collusion declarations, conflict of interest disclosures, and insurance requirements. The City also requires a Unique Entity Identifier from SAM.gov, a Disqualification Disclosure form, and a Taxpayer Protection Amendment Disclosure identifying all trustees, directors, and individuals with more than 10% equity or revenue interest.