On-Call Architectural Services

The City of Pasadena is requesting proposals to establish a pool of up to five on-call architectural firms to provide multidisciplinary professional services for municipal facilities, with a proposal deadline of October 27, 2026 at 2:00 PM and a question submission deadline of October 6, 2026 at 2:00 PM.

The scope encompasses facility assessments, programming, feasibility studies, design, permitting support, bidding support, construction administration, site observation, closeout, historic preservation, and accessibility improvements for municipal offices, public safety facilities, libraries, parks and recreation buildings, transit and maintenance facilities, and other public properties. A significant portion of the City's portfolio consists of designated historic resources, structures within historic districts, or facilities listed in or eligible for listing in the National Register of Historic Places — making historic preservation expertise a valued qualification. Proposers must demonstrate successful completion of at least three comparable projects involving design and construction administration services within the past five years; proposals failing to meet this requirement will be deemed nonresponsive.

Each consultant agreement will carry a maximum contract amount of $1,000,000 over a four-year term, with one optional one-year extension subject to City Manager approval. Inclusion in the pool does not guarantee a minimum amount of work. Compensation for individual task orders shall be negotiated on a not-to-exceed basis, structured according to hourly billing rates for personnel classifications and reimbursable expenses. Rate adjustments following each completed 12-month period are limited to the lesser of Los Angeles area Consumer Price Index increases or three percent, subject to written City approval.

Evaluation criteria are weighted: qualifications and experience (40 points), organization and approach (20 points), and on-call program management capability (balance of remaining weight). Technical proposals are limited to 50 pages maximum, formatted on standard 8"x11" pages in 12-point font, and must be submitted electronically through the City's eProcurement Portal.

Contractors must comply with the City's Living Wage Ordinance for contracts exceeding $25,000, equal employment opportunity policies, conflict of interest disclosure, professional services insurance requirements (Commercial General Liability $1 million per occurrence / $2 million aggregate; Professional Liability $2 million per occurrence / $2 million aggregate), and accessibility standards including ADA, Title 24, and WCAG 2.1 Level AA for digital deliverables. All proposals require submission of a Unique Entity Identifier from SAM.gov, conflict of interest disclosures, disqualification disclosures, declarations of noncolusion, federal lobbying certifications, and designated representatives and key personnel documentation.