Contracted Hearing Officer

The City of Pasadena Rent Stabilization Department is soliciting proposals for contracted hearing officer services on an as-needed basis, with proposals due December 7, 2026 at 3:00 p.m. and questions due November 16, 2026 at 12:00 p.m.

Providers must demonstrate a minimum of four years of experience with local or state landlord-tenant laws and at least two years of continuous experience within the past five years performing similar hearing officer services. The scope includes supporting the Senior Hearing Officer with processing petitions, scheduling hearings, reviewing evidence, conducting hearing proceedings, and preparing written decisions under City Charter Article XVIII and rent-related ordinances adopted by City Council and the Pasadena Rental Housing Board. Hearings occur during regular business hours Monday–Friday 8:00 a.m.–5:30 p.m., with occasional after-hours sessions 5:30–9:00 p.m. on weekdays, conducted in-person at City facilities or virtually via telephone or video conferencing. All hearings are recorded and open to the public.

Evaluation criteria are weighted as follows: relevant experience (35%), quality of work (25%), cost (20%), references (10%), small/micro-business certification (5%), and local Pasadena business status (5%). Pricing must be submitted separately using a unit cost structure with specified line items for hourly rates, premium rates, and hearing cancellation fees; all costs including insurance, equipment, materials, labor, overhead, profit, and taxes must be included in the proposal.

The initial contract term is one year from City contract execution, with no optional renewal periods. The quantity of hearings varies monthly with no guaranteed minimum hours. Providers must comply with the Pasadena Living Wage Ordinance if the contract exceeds $25,000, minimum wage requirements, Equal Employment Opportunity practices, and Americans with Disabilities Act accessibility standards. Submission of a Pasadena Business License, UEI from SAM.gov, conflict-of-interest certification, disqualification disclosure, and non-collusion declaration is required. Delivery must occur within 90 days of purchase order receipt; standard payment terms are net 30 days.