Construction and Demolition (C&D) Waste Diversion Tracking and Reporting Services

The City of Pasadena's Construction and Demolition (C&D) debris recycling ordinance requires covered projects to divert from the landfill a minimum of 75% of materials generated for discard by building permits and City Capital Improvement projects. The City currently uses the PasadenaWasteTracking.com portal hosted by Green Halo Systems for waste diversion tracking and reporting services. The City of Pasadena is seeking to enter into an agreement for online C&D debris waste tracking services to provide an automated tool that will allow permittees of covered projects to upload and report records, and will allow staff to review, monitor and track C&D waste diversion.

Project Details

• Reference ID: 2026-RFI-0414
• Department: Public Works Department, Engineering
• Department Head: Greg de Vinck (Director)

Important Dates

• Questions Due: 2026-07-31T00:00:00.000Z

Evaluation Criteria

• General Instructions —

  The information obtained from this RFI process may contribute to, and be used for a publicly available resource list.  The City is interested in identifying whether respondents to this RFI are ultimately willing to have their information shared with targeted groups below as described in this RFI. 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 sharing information as described in the scope of work in this RFI.

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

• 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 Wednesday, August 5, 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.

• 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. 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.

• Waste Tracking Portal —

  Provide the CITY with a cloud-based portal and completely develop a configurable waste diversion and tracking system for Construction and Demolition (C&D) debris. The system shall provide the CITY all the functions and features including an additional advanced next generation tracking features that enhance CITY’s ability to track, monitor and report waste flows from construction projects throughout the CITY jurisdiction.

   

• Resource List —

  If the information gathered through this RFI meets the requirements included in the Scope of Work, the information may be shared with no less than the following groups:

  TBD

• Included Features —

  The system’s functions and features must include:

  • Completely paperless system
  • Ability to upload debris weighmaster ticket image and documents for review
  • Set custom diversion requirements
  • Allow some customization that reflects the City's C&D program requirements 
  • Monitor waste management plans generated by contractors
  • Allows CITY staff  to approve Waste Management Plans
  • Allows CITY staff to approve Waste Management Compliance Reports.
  • Allows CITY to select which haulers and recycling facilities the contractor may use.
  • Track waste and recycling activity on all projects
  • Real time diversion rates and information
  • View real time Carbon Footprint reduction
  • Use Report generator for creating comprehensive reports & Statistics
  • View CITY’s recycling trends by material, project type, construction type and more
  • Export Data to Excel & Other Formats
  • Organize all your construction projects and their recycling receipts in one place
  • Track Hauler Activity & Facilities Used
  • Integrate into your permitting software Multi-User Interface
  • Data Share Interface
  • Anytime anywhere mobile access from any mobile device
  • No Installations or Downloads required
  • Automatic Back Ups & Upgrades Tech Support &Training included
• 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
  8. How to Submit a Question
  9. Viewing Bid Results 

  Video Trainings

   

• Advanced Functions and Features —

  Advanced functions and features must include:

  • Exclusive named website portal that acts as the CITY’s standalone waste tracking portal with customizable graphics and color schemes to match CITY’s look and feel.
  • Real Time Municipal Transparency Display that showcases CITY’s Recycling, Carbon Footprint and Material statistic totals.
  • API Connectivity that connects directly into the City's permitting software to expedite the waste management plan process while streamlining review and permit close out.
  • Mobile App capabilities to connect contractors and their subcontractors to their projects via their mobile devices allowing for clear communication of the projects waste management requirements and easy one touch easy upload of recycling tickets. A completely paperless reporting system.
• 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.
• Non-Procurement Related Instructions —

  Responses or any information received as a result of this RFI are not transferrable to any other solicitations or public procurements released by the City of Pasadena.  Respondents added to any list resulting from this RFI are not considered "pre-qualified" for any other solicitation or public procurements released by the City of Pasadena.

• Waste Tracking Portal with a Unique Domain —

  Provide the waste tracking portal with a unique domain such as or similar to Pasadena.Wastetracking.com . The portal shall be configurable to showcase the CITY’s recycling statistics and create a single point of communication for all contractors, haulers, recycling facilities and CITY officials to interact.

  The portal’s features shall include:

  • Unique CITY domain such as or similar to MyCityName.Company.com that serves as a single point of contact for clients and CITY officials.
  • Allows users (contractors, subcontractors, homeowners, etc.) to create waste management plans through the portal
  • Display CITY’s overall recycling statistics and information, carbon footprint savings, and materials recycled for all projects combined.
  • Ticket Upload Function allows users and haulers to direct upload ticket information
  • City Stats to review detailed recycling reports on projects
  • Public Face Page that allows the public to view basic recycling and carbon footprint stats along with Social Media interaction
  • Customization: Main picture control and color scheme
• Internet Access —
  1. 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.
  2. It is the Respondent's responsibility to review your status in our eProcurement system and update your contact information and notification preferences accordingly.
  3. 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, Wednesday, August 5, 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.

• Technical Services —

  A. Hosting, Records Retention & Data Security

  Provide secure data hosting and retention services, including:

  • Services in web site hosting, web site maintenance, tech support and training.
  • Hosting the system on dedicated server infrastructure with a backup location.
  • Storing all data in at least two secure locations.
  • Encrypting sensitive data (including passwords) at rest and in transit.
  • Ensuring that any data lost on one system can be fully recovered within one (1) business day.
  • Maintaining appropriate redundancy and backup mechanisms to support system recovery.

   

  B. Data Access, Reporting & Customization

  Provide users with the ability to download standard and customized reports in .csv format for use in other software. Reporting features shall support data sorting, research, and tracking related to materials recycled, salvaged, and disposed; construction types; building types; recycling facilities; contractors; and other relevant metrics. Describe the ability to modify reports and add new data fields or metrics as needs evolve.

   

  C. Technical Support, Uptime & Account Management

  • Provide technical support at no additional cost to clients during normal business hours, Monday through Friday.
  • Maintain reasonable system uptime, provide notice of planned maintenance when feasible, maintain an incident response process for outages or security issues, and designate a primary point of contact for ongoing account management and support.

   

  D. Training, Knowledge Resources & Onboarding

  • Provide training at no additional cost.
  • Provide free online training tutorials and documentation and support initial onboarding as needed.
• Withdrawal of Proposal —

  Any Bidder or Proposer may withdraw their response via the City's eProcurement Portal prior to 3:00 pm on Wednesday, August 5, 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 "Construction and Demolition (C&D) Waste Diversion Tracking and Reporting Services." Project ID: 2026-RFI-0414. 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 Thursday, July 30, 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.

• 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:

  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/283291

  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 Wednesday, August 5, 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

  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

Submission Requirements

• Describe your company’s experience working with cities, municipalities, or other government agencies. (required)
• What type of pricing structure does your company offer; phased, monthly or annually? (required)
• Is your software developed in house or procured from a third party? (required)
• Which functions and features does your system include? (required)
• Does your system have the functionality for API Connectivity to integrate directly into the City's permitting software (Tyler's Enterprise Permitting & Licensing (EP&L), formally known as EnerGov) with Multi-User Interface? (required)
• Does your system allow for use without any required installations or downloads? (required)
• Does your company provide automatic back ups and upgrades with tech support and training included? (required)
• Does your company provide technical support to clients at no additional cost during standard business hours, Monday through Friday? (required)
• Does your company provide training to City staff at no additional cost? (required)
• Does your company provide free online training tutorials, documentation and support for initial onboarding as needed? (required)
• How does your company manage system uptime and handle account administration? (required)
• Does your system include mobile app functionality that allows contractors and subcontractors to access their assigned projects, clearly view waste management requirements, and upload recycling tickets easily with a single touch? (required)
• Does your system include the following Waste Tracking Portal requirements? (required)
• Does your system provide technical services for Hosting, Records Retention, and Data Security? (required)
• Does your system have the functionality for Data Access, Reporting, and Customization? (required)
• Would your company be able to provide proof of Cyber Liability Insurance with minimum coverage of $2 million per occurrence and $2 million aggregate? (required)
• Would your company be able to provide proof of Technology Professional Liability Errors & Omissions Insurance with minimum coverage of $2 million per occurrence? (required)
• Through what type of procurement process does your company typically sell its products or services to governmental agencies?
• Does your company currently have any similar or comparable open contracts with any other California municipalities? if so, list the municipality(ies). (required)
• 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? (required)
• Attach any additional information you believe is relevant to this RFI
• Non-Procurement Selection (required)
• With whom will this list be shared? (required)
• License Requirements (required) —

  Please indicate the specific license requirements.  For example, "C-10 Electrical Contractor; and C-36 Plumbing Contractor."

• Include Pricing Proposal (required)