Explorer Well Above-Grade Improvements WD-26-01

The City of Pasadena is seeking bids for the furnishing of all supervision, labor, material, equipment, and all other services necessary and incidental to perform the above-grade improvements of the Explorer Well, installation of Explorer Road Water Main, and installation of boundary fencing and gate at the rear property of 978 W Kent St, Altadena on Pasadena property line.

Project Details

• Reference ID: 2026-IFB-LM-0081
• Department: Water & Power Department (Water)
• Department Head: David Reyes (Acting Director)

Important Dates

• Questions Due: 2026-04-15T19:00:00.000Z
• Pre-Proposal Meeting: 2026-04-09T16:00:00.000Z — The location of the mandatory pre-bid meeting is approximately 2500 feet north of the intersection of Ventura St. and Windsor Ave., north of 915 Ventura St., Altadena, CA 91001. See attachment named "Explorer Well Mandatory Pre-Bid Meeting Location" for pre-bid meeting location.

Addenda

• Addendum #1 (released 2026-03-30T16:40:21.917Z) —

  Please use the See What Changed link to view all the changes made by this addendum.

• Official Notice #1: Pre-Bid Sign-In Sheet (released 2026-04-09T23:42:21.553Z)
• Addendum #2 (released 2026-04-09T23:36:27.411Z) —

  Please use the See What Changed link to view all the changes made by this addendum.

• Addendum #3 (released 2026-04-15T18:23:35.338Z) —

  Please use the See What Changed link to view all the changes made by this addendum.

Evaluation Criteria

• Data Ownership —

  The City retains all rights, title and interest in data and information input, uploaded, transmitted, or otherwise provided by or on behalf of the City into the vendor provided solution (“Organizational Data”). All Organizational Data shall remain the sole and exclusive property of the City. Vendor has no rights to use Organizational Data for any purpose other than to deliver the services contracted, unless otherwise authorized in writing by the City. Upon termination of any agreement between the City and vendor, the Organizational Data will be provided to the City, including uploaded documents and attachments, in an industry standard format such as csv, json or xml, or other agreed upon format at that time.

• Pre Submittal Meeting —

  See the "Timeline" in the Introduction section (#Instructions to Bidders). If there is a Mandatory pre-proposal meeting, bidders/proposers are required to attend at the time, date, and location included in the Timeline. If there is a Non-Mandatory pre-proposal meeting, bidders/proposers are not required to attend.

  Each bidder/proposer will have the opportunity to clarify and ask questions regarding the Specifications. The Pre-Proposal Meeting will be held at the time, date, and location in the Timeline of this solicitation.

• BID PROPOSAL QUANTITIES —

  The quantities contained in the bid documents are approximate only and are for the sole purpose of comparing bids. The City may, in accordance with the specifications, order more equipment and/or materials as necessary at the City's sole discretion, as increased by the unit price noted and payment will be made for the amount of material actually provided as determined by the City and accepted at the unit prices noted in the bid.

• Pasadena Operating Companies —

  If this solicitation is issued by an Operating Company of the City of Pasadena including the Pasadena Center Operating Company; or Rose Bowl Operating Company; or Pasadena Community Access Corporation: In this solicitation, any reference to the City, shall actually refer to the PCOC, PRHB, or RBOC, or PCAC, e.g. "City" shall refer to the Operating Company, "City Council" to its Board of Directors, and "City Manager" to its Chief Executive Officer. 

• 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 4:00 pm on Thursday, April 30, 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.

• CONSTRUCTION AND DEMOLITION WASTE MANAGEMENT ORDINANCE —

  Construction and Demolition Waste Management Ordinance - In addition to complying with all applicable federal, state and local laws and regulations, the Contractor shall take note of the specific requirements of the Construction and Demolition Waste Management Ordinance, Pasadena Municipal Code Chapter 8.62. The Contractor shall comply with all provisions of the Ordinance, as a material part of the work under this Contract in order to divert a minimum of 75% of the construction and demolition debris resulting from the work. The Waste Management Plan required by the Ordinance shall be submitted no later than fifteen (15) calendar days after the Contract award.

  Pasadena has partnered with Green Halo Systems to receive and keep track of the construction and demolition waste management documents.

  The Contractor shall not commence work until (1) the invoice payment has been made for both the Performance Security Deposit equal to 3% of the project value not to exceed $30,000, and the non-refundable Administrative Review Fee based on the City's General Fee Schedule available online at: www.cityofpasadena.net/finance/general-fund/fees-tax-schedules; and (2) the Waste Management Plan has been submitted through Green Halo and approved by the City's waste management compliance official.

  The Contractor shall be required to certify compliance with the Construction and Demolition Waste Management Ordinance and provide required documentation during and at the end of the contract term. The refund of the Performance Security Deposit is subject to this compliance.

  The cost to comply with the City's Construction and Demolition Waste Management Ordinance shall be included in the unit or lump sum prices for the applicable items of work listed in the Bidder's Proposal and no additional compensation will be allowed.

  Failure to comply with any provisions of the Construction and Demolition Waste Management Ordinance, Pasadena Municipal Code Chapter 8.62 may result in forfeiture of the Performance Security Deposit.

  Instructions

  The contractor awarded the project will receive an invoice to pay the C&D administrative fee and C&D performance security deposit and an email with instructions to activate an account with Green Halo, complete the C&D plan and submit the weigh tickets of the receipt for the project.

  To receive the Administrative Fee and C&D Performance Security Deposit Invoice and instructions to complete the C&D requirements in Green Halo, send an email to canddrecycling@cityofpasdena.netwith the following information.

  • Project name

  • Contract Number

  • Email account of the person that will be assigned as the account holder in the Green Halo

  For additional information visit the Construction and Demolition Debris Recycling webpage

  www.cityofpasadena.net/public-works/engineering-and-construction/construction-and-demolition-debris-recycling/

• Summary —

  The City of Pasadena is seeking bids for the furnishing of all supervision, labor, material, equipment, and all other services necessary and incidental to perform the above-grade improvements of the Explorer Well, installation of Explorer Road Water Main, and installation of boundary fencing and gate at the rear property of 978 W Kent St, Altadena on Pasadena property line.

• Federal Emergency Management Agency (FEMA) —

  The work described in this solicitation may be funded, in whole or in part, by the Federal Emergency Management Agency (FEMA).  
  All bidders are advised that this project is subject to the applicable terms, conditions, and requirements associated with FEMA-funded projects. These terms and conditions are included as an attachment to this solicitation and are hereby incorporated by reference.  By submitting a bid, the bidder agrees to comply with all such FEMA-related requirements.

• SUMMARY OF WORK —

  These specifications are for the Explorer Well above-grade improvements, construction of Explorer Road water main, and boundary fencing and gate at the rear property of 978 W Kent St, Altadena on Pasadena property line, and shall include, but not be limited to, removal and disposal of asphalt pavement and bollards around the well head, and the furnishing and installation of a well pump and motor, valves, meter, piping, motor control center, electrical equipment, conduit and wiring. The well head and ancillary equipment shall be enclosed in a masonry block building. The site around the existing building shall be paved and bounded by a chain link perimeter fence and gates. The Contractor shall incorporate all costs associated with the complete and proper construction of the work into the Contractor’s bid prices. No additional compensation will be paid for the complete and proper construction of the work in good faith.

• Funded by the Housing and Urban Development —

  Notice to Prospective Proposers

  Part of the project is being funded by a U.S. Department of Housing and Urban Development Community Development Block Grant (CDBG).  Therefore, the Contract is subject to certain federal requirements, including, but not limited to:  Davis-Bacon Act prevailing wage regulations; The Build America, Buy America Act (BABA); and Section 3 requirements.  See links below for details. 

  The complete set federal labor regulations and provisions conditions are located here: https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/HUD-Federal-Regulations-over-200k.pdf?v=1674593673378

  The following forms must be summited with your response: https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/HUD-Federal-Forms-over-200k.pdf?v=1674593673378

• Insurance Requirements —

  https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Construction-Contracts.pdf?v=1623280176766

• PREVAILING WAGE RATE PROJECT —

  The prevailing wage rate provisions of Section 1770-1777 of the Labor Code and Section 7-2, entitled "Labor", of the Standard Specifications shall apply to this project. However, if there is a difference between the Pasadena Living Wage and Prevailing Wage rates for similar classifications of labor, the contractor and his subcontractors shall pay no less than the highest wage rate.

  In responding to this request, all professional firms or contractors agree to comply with prevailing wage requirements, the Department of Industrial Relations, as further described below:

  Contractor is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 1600, et seq., (“Prevailing Wage Laws”), which require the payment of prevailing wage rates, that Contractor and all subcontractors must be registered and pay the registration fee with the Department of Industrial Relations (DIR), Contractor shall be subject to compliance monitoring and enforcement by the DIR, and the performance of other requirements on “Public Works” and “Maintenance” projects. If the services are being performed as part of an applicable “Public Works” or “Maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Contractor agrees to fully comply with such Prevailing Wage Laws.

• Vendor Must Make Thorough Investigation —

  It is the bidders/proposers responsibility to examine the location of the proposed work, to fully acquaint themselves with the Specifications or Scope and the nature of the work to be done. The vendor shall have no claim against the City based upon ignorance of the nature and requirements of the project, misapprehension of site conditions, or misunderstanding of the specifications or contract provisions.

• NOTICE REQUIREMENTS —
  No contractor or subcontractor may be listed on a bid proposal for a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)].

  No contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5.

  This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

   

• Bidder's Guarantee —

  Bid security in the amount of five percent (5%) of the total bid price in the form of a 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 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.

  Electronic Bid bond is required. Bidders must submit all required information for the city to verify the bond with their bid . The bond must meet the following requirements and characteristics: A 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.

  Bid Bond Instruction:

  Use the following 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

  If a vendor ID has not been assigned, vendor can use their company EIN in the Contractor Vendor ID field in Surety2000.com.

  Return of bid securities.
  The city shall retain the bid security of the successful bidder until after execution of the contract and approval of the bonds or other security furnished by the bidder for the faithful performance of the contract or purchase order.  Once a contract is fully executed, a notification will be sent to all bidders from the eProcurement system, at which time bidders can release their bond for this solicitation.

• 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

   

• Delivery Instructions —

  Bids will be received via the City's eProcurement Portal (https://procurement.opengov.com/portal/pasadena). A bid received after the time set for the bid opening shall not be considered. Bidders are required to submit (upload) all items listed in the Submittals/Checklist. Bids will be received prior to 4:00 pm on Thursday, April 30, 2026 and will be opened online at that time.

  Copies of the Specifications and all required forms may be obtained for this solicitation online: https://procurement.opengov.com/portal/pasadena/projects/194493

  Addenda shall be acknowledged via the City's eProcurement Portal. Refer to the Specifications for complete details and bidding requirements. The Specification and this Notice shall be considered a part of any contract made pursuant thereunder.

• HUD Section 3 Compliance —

  This project requires adherence to the Section 3 labor compliance.  Prospective bidder must include with their bid a Section 3 Economic Opportunity Plan on how to meet or exceed require Section 3 benchmarks.  Failure to do may result in the forfeit of 5% of the project total cost.

   

  Section 3 Benchmarks

  - 25% of total labor hours worked by Section 3 workers; and

  - 5% of total labor hours worked by Targeted Section 3 workers

   

  A Section 3 Worker is defined as any worker who currently fits, or when hired within the past five years (not before

  11/30/20) fit, at least one of the following categories, as documented:

  • A low or very low-income worker, or
  • Employed by a Section 3 business concern; or
  • A Youthbuild participant

   

  Section 3 Targeted Worker is defined as:

  •  Worker employed by a Section 3 business concern; or
  •  Currently fits or when hired fit at least one of the following categories as documented within the past five years:
    •  Living within the service area or the neighborhood of the project (5-mile radius of project site)
    •  Youthbuild participants

   

  Section 3 Business Concern is defined as a business that meets one of the following criteria within the last six months:

  •  At least 51% owned and controlled by low-income or very low-income persons; or
  •  Over 75% of labor hours performed for the business over the prior 3-month period are performed by Section 3 workers; or
  •  51% or more owned and controlled by current residents of public housing or Section 8-assisted housing
• Data Sovereignty —

  The vendor provided solution must keep all data and information within the United States, including when information is stored as part of a backup, unless otherwise authorized in writing by the City.

• Equal Employment Opportunity —

  Except as otherwise provided under 41 CFR Part 60, to the extent this Agreement meets the definition of a "federally assisted construction contract" as set forth in 41 CFR Part 60-1 3 Locality agrees at all times during the term of this Agreement to comply with and abide by the following: (i) the equal opportunity clause (" Equal Opportunity Clause") in 41 CFR 60-1.4(b) in accordance with Executive Order 11246, as amended by Executive Order 11375 and that the Equal Opportunity Clause is a part of this Agreement and incorporated herein by this reference; and (ii) the regulations implementing the Equal Opportunity Clause at 41 CFR Part 60 and that such implementing regulations are a part of this Agreement and incorporated herein by this reference.

• Equal Employment Opportunity in Contracting —

  Policy - The City of Pasadena is committed to a policy of Equal Employment:

  • Contracting. Contractors expressly agree to comply with the City’s ordinances and regulations regarding Equal Opportunity Employment as well as regulations that may be mandated by the source of the funds supporting this contract.

  Compliance – To the extent permitted by law, Contractor expressly agrees to establish compliance with the Equal Employment Opportunity Practices Provisions of Chapter 4.08 of the Pasadena Municipal Code, and the Rules and Regulations adopted pursuant to said ordinance.

  The successful bidder or proposer may be required to submit documentation during the term of the contract to evidence on going compliance with the City’s Equal Opportunity Practices Provisions. Such documentation may include, but not be limited to certified payroll records and Current Permanent Workforce Utilization reports.

  Required Forms – Each bidder or proposer must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless bidder or proposer has an approved Form on file with the City.

  Questions regarding Chapter 4.08 of the Pasadena Municipal Code and regulations adopted pursuant thereto should be directed to the Department of Finance, Purchasing Division 626.744.6755.

• Construction During the Period of November 15 through January 3 —

  Attention is directed to Chapter 12.24 of the PMC, Excavations, and the Board of Directors (City Council) Policy Statement in Motion 25405 dated September 5, 1967. In general, all streets shall be free and clear of excavations and other construction during the period of November 15th through January 3rd for business districts, and December 15th through January 3rd for other areas. Accordingly, the Contractor will be required to shut down construction operations which would impede traffic movement during this period unless otherwise directed by the Engineer in emergency situations. Any existing excavations shall be backfilled, compacted, and temporarily repaved before the shutdown date. Bidders should reflect any costs of such shutdown in the various items of the Bidder's Proposal, and no additional payment will be allowed therefor. No time will be charged against the contract time for operations which are shut down in accordance with this section. A map showing the appropriate shutdown period for all locations in the City is available at the public counter of the City's Permit Center at 175 Garfield Avenue, Pasadena, 91101.

• PROJECT LOCATION —

  The Explorer Well and Explorer Road water main is located in the Hahamongna Watershed Park area of the Arroyo Seco in Pasadena, east of the Jet Propulsion Laboratory at 3420 N. Arroyo Blvd., Pasadena, California 91101. The site is located within a former parking lot for JPL surrounded by natural areas and residential areas beyond. The Explorer Road Water Main site is located along Karl Johnson Parkway and Explorer Road between Well 52 and Arroyo Well. Commuters to JPL use Explorer Road which traverses the site to access the JPL East Gate and recreators use Explorer Road to access the areas trails. Therefore, Contractor shall minimize offsite construction noise and disruptions to local traffic, and will be required to provide traffic control for construction equipment to/from the work site, site fencing, and security to ensure the public does not enter the work area and protect existing/new equipment at the site. The boundary fencing and gate is located on City of Pasadena property at the rear of 978 W Kent St in Altadena.

• HOURS OF WORK —

  Work shall be performed between the hours of 7:00 a.m. and 7:00 p.m., Monday through Friday except on holidays. 

• Compliance with the Davis-Bacon Act —

  a. All transactions regarding this contract shall be done in compliance with the Davis-Bacon Act (40 U.S.C. 3141- 3144, and 3146-3148) and the requirements of 29C.F.R. pt. 5 as may be applicable. The contractor shall comply with 40 U.S.C. 3141-3144, and 3146-3148 and the requirements of 29 C.F.R. pt. 5 as applicable. b. Contractors are required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. c. Additionally, contractors are required to pay wages not less than once a week.

• Pre-bid Conference —

  See the Timeline in the section named "Instructions to Bidders." If there is a Mandatory pre-bid meeting, bidders are required to attend at the time, date, and location included in the Timeline (#Instructions to Bidders) of this solicitation. If there is a Non-Mandatory pre-bid meeting, bidders not required to attend.

  Each prospective bidder will have the opportunity to clarify and ask questions regarding these Specifications. The Pre-bid Meeting will be held at the time, date, and location in the Timeline of this solicitation.

• Stormwater Management and Discharge Control —

  In addition to complying with all applicable federal, state and local laws and regulations, the Contractor shall take note of the specific requirements of the Stormwater Management and Discharge Control, Pasadena Municipal Code Chapter 8.70. The Contractor shall comply with all provisions of the Stormwater Management and Discharge Control Ordinance, also known as NPDES Requirements, as a material part of the work under this Contract.

• Declaration of Non-Collusion by Contractor —

  This form is only applied for formal solicitations $75,000 or more.  The City requires that each bidder or proposer executes and submits to the City with the Bid/Proposal, the attached Declaration of Non Collusion in the section named "Submittals/Checklist."

• Data Security —

  The vendor provided solution must protect and secure all data and information input to the system, including documents and attachments. Information must be protected by AES 128-bit or greater encryption. Information must be encrypted in transit between the solution and the user’s web browser. The solution must encrypt all data stored at rest, including on disk, within databases and when information is maintained external to the solution, such as part of a backup or a data export, unless otherwise authorized in writing by the City.

• 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.
• EVALUATION OF BID —

  Bids will be evaluated based on the lowest Grand Total Price submitted in the Bidders' Proposal. The contract award will be made from among responsive and responsible bidders. In case of a discrepancy between the unit prices and item total, the unit price shall govern. In the event of a discrepancy between the item totals and the grand total price the item totals shall prevail. The prices will be subject to adjustment by the City on that basis in the event of discrepancy and bid awarded.

• Acceptance of Conditions —

  By submitting a response, each vendor expressly agrees to and accepts the following conditions:

  1. All parts of the Instructions to bidders/proposers and the Specifications or Scope will become part of the Contract between the selected vendor and the City;
  2. The City may require whatever evidence is deemed necessary relative to the bidders/proposers financial stability and ability to complete this project;
  3. The City reserves the right to request further information from the bidders/proposers, either in writing or orally, to establish any stated qualifications;
  4. The City reserves the right to solely judge the bidder's/proposer's representations, and to solely determine whether the bidder is qualified to undertake the project pursuant to the criteria set forth herein. The bidder/proposer, by submitting a bid, expressly acknowledges and agrees that the judgment of the City as to whether or not the bidder/proposer is qualified to perform the project, shall be final, binding and conclusive;
  5. The City reserves the right to reject all bids, waive any irregularity in any of the bids, or cancel or delay the project at any time;
  6. This bidding process does not commit the City to award any contract, and the City is not liable for any costs incurred by the bidder/proposer in the preparation and submission of a bid.
• Copeland "Anti-Kickback" Act —

  a. Standard. Recipient and subrecipient contracts must include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). b. Applicability. This requirement applies to all contracts for construction or repair work above $2,000 in situations where the Davis-Bacon Act also applies. It DOES NOT apply to the FEMA Public Assistance Program. c. Requirements. If applicable, the non-federal entity must include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations at 29 C.F.R. Part 3 (Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States). Each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-Federal entity must report all suspected or reported violations to FEMA. Additionally, in accordance with the regulation, each contractor and subcontractor must furnish each week a statement with respect to the wages paid each of its employees engaged in work covered by the Copeland Anti-Kickback Act and the Davis Bacon Act during the preceding weekly payroll period. The report shall be delivered by the contractor or subcontractor, within seven days after the regular payment date of the payroll period, to a representative of a Federal or State agency in charge at the site of the building or work.

• 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.
• NOTICE REQUIREMENTS —

  No contractor or subcontractor may be listed on a bid proposal for a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)].

• Active SAM Registration —

  All federal financial assistance recipients must have a Unique Entity ID (UEI) number registered with the System for Award Management (SAM) database at SAM.gov. Prior to award, the successful Bidder must provide proof of SAM registration. This proof may be submitted with the Bid. Vendors seeking to register can register for free at the following link: https://sam.gov/content/entity-registration. The SAM registration process may take several business days to complete. Therefore, the city recommends that the Bidder begin the registration process if bidder has not done so already.

• PLANS —

  The details for the work are as shown on the specifications and drawings entitled “Explorer Well Above-Grade Improvements Plans", (E-1852) (46 sheets total) attached. The drawings and specifications are complementary to each other; what is called for by one shall be as binding as if called for by both.

  The details for the water main work are as shown on the drawings entitled "Explorer Road Water Main From Arroyo Booster Station to Well 52", (E- 1848) (4 sheets total) attached. Specification requirements for the water main work are as shown in section 8.34. EXPLORER ROAD WATER MAIN SPECIFICATIONS.

  A map for the boundary fencing and gate installation on Pasadena property at the rear of 978 W Kent St, Altadena will be provided to the selected contractor.

• Split Award —

  Bids will be evaluated based on the lowest Grand Total Price submitted in the Bidders' Proposal for each Group. Each Group will be evaluated and awarded independently based on the lowest Grand total Price for each Group. Bidders may bid on any combination of the Groups below. Bidders are required to bid on all line items listed within the specific Group they select. Failure to bid on all line items for a selected Group or Groups may result in rejection of the bid(s).

  • GROUP ONE:
  • GROUP TWO:
• Compelled Data Disclosure —

  In the event vendor receives a subpoena, court order, or other legal process requesting access to or disclosure of any Organizational Data, the vendor shall promptly notify the City in writing, unless legally prohibited from doing so, and shall cooperate with City in seeking a protective order or other appropriate remedy. Any disclosure of Organizational Data in response to legal process must be authorized in writing by the City, unless prohibited by law.

• NPDES Requirements —

  In addition, the Contractor shall adhere to NPDES (National Pollution Discharge Elimination System) Best Management Practices to prevent deleterious materials or pollutants from entering the City or county storm drain systems, including, but not limited to implementing the Best Management Practices specified below, and the Contractor shall comply with all directions of the City in this regard during construction:

  The following shall be implemented:

  1. Handle, store, and dispose of materials properly.
  2. Avoid excavation and grading activities during wet weather.
  3. Construct diversion dikes and drainage swales around working sites.
  4. Cover stockpiles and excavated soil with secured tarps or plastic sheeting.
  5. Develop and implement erosion control plans (if applicable).
  6. Check and repair leaking equipment away from construction sites.
  7. Designate a location away from storm drains for refueling.
  8. Cover and seal catch basins if work in their vicinity may allow debris or deleterious liquids to enter.
  9. Use vacuum with all concrete sawing operations.
  10. Never wash excess material from aggregate, concrete, or equipment onto a street.
  11. Catch drips from paving equipment with drip pans or absorbent material.
  12. Clean up all spills using dry methods.
• SAMPLE CONTRACT —

  A sample of the contract the successful vendor will be required to enter into with the City is attached hereto and by this reference incorporated herein and made part of this solicitation.

• Bid Shall Remain Open —
  Bidder agrees that their bid shall remain open and shall not be withdrawn for a period of not less than one hundred and eighty (180) calendar days from the date of opening bids, or until rejected by the City, whichever occurs first.
• Data Storage —

  The vendor shall not permit the storage of City data and information on vendor mobile or removable devices (e.g. laptops, USB drives, removable drives, optical disks, etc.) except for limited purpose and duration, and only if authorized in writing by the City. Any such use also requires that vendor meets the data security requirements as noted above, ensuring that all storage on mobile or removable devices is appropriately encrypted and protected.

• Truth and Accuracy of Representation —

  False, incomplete or unresponsive statements in connection with the bid may be sufficient cause for rejection of a bidder/proposer.

• CHANGE ORDER MANAGEMENT —

  Any additional work identified during the course of the project that is deemed necessary, but outside the original Scope of Services, must be recorded as a Change Order and approved by the City in writing before work is started.

• Compliance with the Copeland “Anti-Kickback” Act. —

  a. Contractor. The contractor shall comply with 18 U.S.C. § 874, 40 U.S.C. § 3145, and the requirements of 29 C.F.R. pt. 3 as may be applicable, which are incorporated by reference into this contract. b. Subcontracts. The contractor or subcontractor shall insert in any subcontracts the clause above and such other clauses as FEMA may by appropriate instructions require, and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime contractor shall be responsible for the compliance by any subcontractor or lower tier subcontractor with all of these contract clauses. c. Breach. A breach of the contract clauses above may be grounds for termination of the contract, and for debarment as a contractor and subcontractor as provided in 29 C.F.R. § 5.12.”

• Electronic Submission and Delivery Instructions —

  Parties interested in responding are required to submit electronically through the City of Pasadena's eProcurement Portal prior to 4:00 pm, Thursday, April 30, 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.

• SPECIFICATIONS —

  The requirements and details for the work are as described in the specifications entitled “Specifications WD 26-01". The Plans, Specifications, and other contract documents shall govern the work. Where there is a conflict between the contract documents or applicable law, or applicable standards, the applicable law shall prevail and next the document highest in precedence shall control. The document precedence shall be as follows:

  i Permits

  ii Addenda/Change Orders

  iii Plans

  iv Specification WD 26-01

  v Standard Drawings

  vi Recurring Pasadena Supplements to the Standard Specifications

  vii Standard Specifications (Greenbook)

  viii AWWA and other Referenced Industry Standards

• Build America, Buy America (BABA) —

  Build America, Buy America Act or BABA requires any “infrastructure project” exceeding a total project cost of $250,000 in Community Development Block Grant or HOME Investment Partnership Act apply a domestic content procurement preference, meaning that all iron, steel, manufactured products, and construction materials used in the infrastructure project must be produced in the United States, unless the awarding agency has issued a waiver of this requirement. Public infrastructure projects in the United States, which includes, at a minimum: the structures, facilities, and equipment for roads, highways, and bridges; public transportation; dams, ports, harbors, and other 6 maritime facilities; intercity passenger and freight railroads; freight and intermodal facilities; airports; water systems, including drinking water and wastewater systems; electrical transmission facilities and systems; utilities; broadband infrastructure; and buildings and real property; and structures, facilities, and equipment that generate, transport, and distribute energy including electric vehicle (EV) charging.

• Required Licenses (Eligibility Requirement) —

  Bidders must possess and provide the following license(s) or certification(s) to be deemed qualified to perform the work specified:

  Class A - General Engineering Contractor, and Class C-10 - Electrical Contractor

• Data Deletion —

  Upon termination of this agreement, or upon written request by the City, the vendor shall permanently delete all City data and information from its systems, including backups and any other repositories under vendor's control, within thirty (30) days, unless retention is required by law or authorized in writing by the City. Deletion must include all documents, attachments, and any derivative data, and shall be performed in accordance with recognized industry standards for secure data erasure. Upon completion of data deletion, the vendor shall provide the City with written certification confirming the destruction of all relevant data.

• Local Preferences —

  The City of Pasadena is committed to promoting the economic health and well being of its residents. To this end, contractor agrees to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions that result from the performance of this contract and which are performed within the City.

• Electronic Bid bond —

  Electronic Bid bond is required. 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.

  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

• City Changes to the Solicitation Documents —

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

  Addenda shall be acknowledged via the City's eProcurement Portal.

• Contract Work Hours and Safety Standards Act —

  To the extent this Agreement is in excess of $100,000 and involves the employment of mechanics or laborers, Locality agrees at all times during the term of this Agreement to comply with and abide by the terms of the Contract Work Hours and Safety Standards Act, codified at 40 U.S.C. 3701 et seq., as supplemented by regulations at 29 CFR Part 5, and that such terms and regulations are a part of this Agreement and incorporated herein by this reference.

• Withdrawal of Proposal —

  Any Bidder or Proposer may withdraw their response via the City's eProcurement Portal prior to 4:00 pm on Thursday, April 30, 2026.

• SUBSURFACE DATA —

  A geotechnical investigation of subsurface conditions has been prepared for the project and is titled “Geotechnical Exploration, Jet Propulsion Laboratory, Monk Hill Treatment System Optimization, Explorer Well & Behner Water Treatment Plant, Hahamongna Watershed Park, JPL East Parking Lot, 3200+/- Explorer Road – Project No. 11877.01” dated January 16, 2018, by Leighton Consulting, Inc.

• STANDARD SPECIFICATIONS —

  In connection with contracts related to the subject “Bidder’s Proposal,” and except as otherwise provided below, all work shall be done in accordance with the provisions of the 2018 edition of “STANDARD SPECIFICATIONS FOR PUBLIC WORKS CONSTRUCTION” (commonly known as the “GREENBOOK”), Including Supplements, prepared and promulgated by Public Works Standards, Inc., a mutual benefit corporation. The Pasadena Department of Public Works has published a booklet titled, “SUPPLEMENTS AND MODIFICATIONS TO THE ‘GREENBOOK’ (STANDARD SPECIFICATIONS FOR PUBLIC WORKS CONSTRUCTION)” dated September 2006, hereinafter referred to as the Pasadena Supplements. The provisions of these Specifications and the Pasadena Supplements shall apply and take precedence over the Greenbook, in that order of precedence. The Pasadena Supplements and the “Greenbook” are available online at: https://www.cityofpasadena.net/public-works/wp-content/uploads/sites/29/Pasadena-Recurring-Supplements-2023.pdf?v=1684796778799.  All references in these Specifications to “Standard Specifications” shall mean the Pasadena Supplements and the Greenbook, taken together.

• Compliance with the Contract Work Hours and Safety Standards Act. —

  The regulation at 29 C.F.R. § 5.5(b) provides contract clause language concerning compliance with the Contract Work Hours and Safety Standards Act. (1) Overtime requirements. No contractor or subcontractor contracting for any part of the contract work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed on such work to work in excess of forty hours in such workweek unless such laborer or mechanic receives compensation at a rate not less than one and one-half times the basic rate of pay for all hours worked in excess of forty hours in such workweek. (2) Violation; liability for unpaid wages; liquidated damages. In the event of any violation of the clause set forth in paragraph (b)(1) of this section the contractor and any subcontractor responsible therefor shall be liable for the unpaid wages. In addition, such contractor and subcontractor shall be liable to the United States (in the case of work done under contract for the District of Columbia or a territory, to such District or to such territory), for liquidated damages. Such liquidated damages shall be computed with respect to each individual laborer or mechanic, including watchmen and guards, employed in violation of the clause set forth in paragraph (b)(1) of this section, in the sum of $27 for each calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment of the overtime wages required by the clause set forth in paragraph (b)(1) of this section. (3) Withholding for unpaid wages and liquidated damages. The (write in the name of the Federal agency or the loan or grant recipient) shall upon its own action or upon written request of an authorized representative of the Department of Labor withhold or cause to be withheld, from any moneys payable on account of work performed by the contractor or subcontractor under any such contract or any other Federal contract with the same prime contractor, or any other federally-assisted contract subject to the Contract Work Hours and Safety Standards Act, which is held by the same prime contractor, such sums as may be determined to be necessary to satisfy any liabilities of such contractor or subcontractor for unpaid wages and liquidated damages as provided in the clause set forth in paragraph (b)(2) of this section. (4) Subcontracts. The contractor or subcontractor shall insert in any subcontracts the clauses set forth in paragraph (b)(1) through (4) of this section and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime contractor shall be responsible for compliance by any subcontractor or lower tier subcontractor with the clauses set forth in paragraphs (b)(1) through (4) of this section.

• Deadline for Questions —

  The deadline to submit questions related to this solicitation is Wednesday, April 15, 2026, prior to 12:00 pm.

  Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any other City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

• 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 "Explorer Well Above-Grade Improvements WD-26-01." Project ID: 2026-IFB-LM-0081. 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.

• Artificial Intelligence (AI) Usage Disclosure —

  The vendor shall fully disclose any use of Artificial Intelligence (AI), Machine Learning (ML), or automated decision-making technologies within the proposed solution. This includes, but is not limited to, the specific functions where AI is used, the nature of the AI model (e.g., predictive, generative, or rule-based), and whether the AI is proprietary, third-party, or open-source. The vendor shall also disclose whether any AI models are shared across multiple customers or tenants. The City reserves the right to approve or reject the use of AI components based on risk, transparency, and alignment with City policies.

• Award of Bid and Determination of Responsiveness —

  The contract shall be awarded to the lowest responsive and responsible bidder. In determining whether a bidder is responsible and responsive, the following shall be considered:

  • The quality of the material offered;
  • The ability, capacity and skill of the bidder to perform the contract or provide the material or services;
  • Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;
  • The sufficiency of the bidder's financial resources and the effect thereof on his ability to perform the contract or provide the material or services;
  • The character, integrity, reputation, judgment, experience and efficiency of the bidder;
  • The quality and timeliness of the bidder's performance on previous orders or contracts for the City;
  • Litigation by the bidder on previous orders or contracts with the City;
  • The ability of the bidder to provide future maintenance and service where such maintenance and service is essential;
• ENVIRONMENTAL MITIGATION MEASURES —

  Measures are required to mitigate potential environmental impacts resulting from construction of the Explorer Well project.  These measures are listed in the project’s “Mitigation Monitoring and Reporting Program” appended to the specifications. Contractor shall comply with all provisions of the approved MMRP.  Where City of Pasadena/PWP is noted to have responsibility for implementation, such responsibility shall be shared by Contractor.  Specifically, Contractor shall have primary responsibility for implementing the protective measures outlined in the MMRP.  Contractor shall fully cooperate with the City to ensure compliance with the remaining mitigation measures for which the City has primary responsibility.

• Deadline for Questions —

  The deadline to submit questions related to this solicitation is Wednesday, April 15, 2026, prior to 12:00 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.

• PRICE ADJUSTMENTS —

  At the conclusion of the first contract year and prior to the commencement of the second contract year or any subsequent contract extension period, the contractor may request unit price increases. Under no circumstances shall the City accept price increases, which exceed the rate of the then current Consumer Price Index (C.P.I.) for the latest available preceding 12 month period.

• Prohibition on Use of City Data for AI Training —

  The vendor shall not use any City data or information to train, fine-tune, or otherwise improve any AI or ML models, whether proprietary, third-party, or public, without the City’s express written consent. This includes a prohibition on using City data for training public or shared models. If AI models are used, the vendor must ensure City data is excluded from any datasets used for model development or refinement unless explicitly authorized in writing by the City.

• Clean Air Act —

  1. The contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. § 7401 et seq. 2. The contractor agrees to report each violation to the (name of applicant entering into the contract) and understands and agrees that the (name of the applicant entering into the contract) will, in turn, report each violation as required to assure notification to the Federal Emergency Management Agency, and the appropriate Environmental Protection Agency Regional Office. 3. The contractor agrees to include these requirements in each subcontract exceeding $150,000 financed in whole or in part with Federal assistance provided by FEMA.

• PAYMENT —

  Section 9-3 of the “STANDARD SPECIFICATION FOR PUBLIC WORKS CONSTRUCTION” is hereby amended to require that Contractor submit and Engineer approve a Schedule of Values for the work to be performed in advance of the first progress payment request.

  No provisions are made in the contract for payment to Contractor for materials or equipment that has not been installed at the time a progress payment request is submitted.  Therefore, no payment will be made for materials that on order, are being fabricated, are in storage, or have been delivered to the site and not installed.

• Pasadena Business License —

  Awarded bidder or proposer may be required to obtain and pay for any required business license under Title 5 of the Pasadena Municipal Code.

  • If the business will not come into the City for the purpose of providing services for this contract they are not required to obtain a business license.
  • If the business will only be coming into the city no more than 10 times to work on projects, they are charged 33% of the annual tax (Pasadena Municipal Code Section 5.04.130C)
  • If they come into the City more than 10 times they are required to pay the annual fee.
  • Any subcontractors used by the awarded bidder or proposer will be required to obtain a license if they will be coming into the City to perform services.

  For further information contact Municipal Services Department at (626) 744-4166, Monday-Friday between 7:15 am and 5:15 pm. Additional Information regarding business license fees can be found here: https://www.cityofpasadena.net/finance/licenses/business-licenses/

• Release Date —

  Release Dated: Monday, March 30, 2026

  MIGUEL MÁRQUEZ
  City Manager

• NOTIFICATION OF AFFECTED RESIDENTS —

  The Contractor shall be responsible for distribution of the general information letter as prepared by the City to all affected residents and businesses. Notification shall be at least 48 hours in advance and in accordance with Section P-7-10.1.1 of the Recurring Pasadena Supplements to the Standard Specifications. No work that affects residents shall begin unless said notification has been made. Work that affects residents includes but is not limited to water outages of any duration, Contractor parking of vehicles or equipment on streets in residential areas, and any work affecting traffic or parking. The failure of the Contractor to strictly comply with the notification requirements may result in the Engineer initiating a suspension of work without time extension and at no additional cost to the City until the problem is resolved.

• Notice Regarding Disclosure of Contents of Document —

  All responses accepted by the City at the time of bid opening shall become the exclusive property of the City. Upon opening, all bids accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each bid which are identified by the bidder as business or trade secrets and plainly marked as "trade secret," "confidential," or "proprietary." Each element of a bid which a bidder desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e., regarding entire pages, documents, or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required under the California Public Records Act or otherwise by law (despite the bidder's request for confidentiality), the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

• SAMPLE CONTRACT —

  A sample of the contract the successful bidder will be required to enter into with the City is attached hereto and by this reference incorporated herein and made part of these specifications.

• CONTRACT BONDS —

  The Bidder to whom a contract is awarded shall file the bonds specified by Section 2-4, "Contract Bonds," of the Standard Specifications before execution of the contract. The term "Contract Price" shall be deemed to mean the total contract "not to exceed" amount consisting of the base bid stated in the Bidder's Proposal plus such additional amounts provided for adjustments to the estimated quantities contained in the Bidder's Proposal and for extra work covered by approved change orders, if any. See Section P-2-4 of the Pasadena Supplements.

• Invoice Submission Portal —

  Invoice Submission Portal

  The invoice submission process is activated when an invoice is submitted through the Vendor Invoice Portal. Invoices submitted are automatically sent to the department being invoiced for review. Once the city department verifies its accuracy, the department will submit the invoice to Accounts Payable for payment processing. One final review and approval by the department who was invoiced is needed in order for a check to be issued. Checks are issued on Tuesday and Thursday.

  How to submit invoices to the City of Pasadena?

  Create an account: Visit the City’s Invoice Submission website: https://invoice.cityofpasadena.net/ and select “Create Account”

  Refer to the "Invoice Submission Portal - Vendor User Guide" for detailed instructions.

• REGULATORY REQUIREMENTS —

  The Contractor shall comply with all applicable federal, state, county and local laws, ordinances, rules and regulations relating to the performance of the Work. The omission of a code from being identified in the Plans or Specifications shall not excuse nor relieve the Contractor's obligation to comply with any such code applicable to the Work.

  Noise Control

  Contractor shall comply with CAL OSHA requirements as to allowable noise levels during construction. Equip all internal combustion engines in vehicles and construction equipment with effective mufflers. Prevent noise disturbances to adjoining property owners and the public. Contractor shall comply with Pasadena City Noise Ordinance (Pasadena Municipal Code 9.36).

  Stormwater Quality Controls

  In addition to complying with all applicable federal, state and local laws and regulations, and with Water Pollution Control requirements specified in the Standard Specifications Section 7-8.6, Contractor shall take note of the specific requirements of the Stormwater Management and Discharge Control, Pasadena Municipal Code Chapter 8.70. Contractor shall comply with all provisions of the Stormwater Management and Discharge Control Ordinance, also known as National Pollution Discharge Elimination System (NPDES) Requirements, as a material part of the work under this Contract.

  In addition, Contractor shall adhere to NPDES Best Management Practices to prevent deleterious materials or pollutants from entering the City or county storm drain systems, including, but not limited to, implementing the Best Management Practices specified below, and Contractor shall comply with all directions of the City in this regard during construction.

  The following shall be implemented:

  1. Handle, store, and dispose of materials properly
  2. Avoid excavation and grading activities during wet weather
  3. Construct diversion dikes and drainage swales around working sites.
  4. Cover stockpiles and excavated soil with secured with secured tarps or plastic sheeting.
  5. Develop and implement erosion control plans if applicable.
  6. Check and repair leaking equipment away from construction sites.
  7. Designate a location away from storm drains for refueling.
  8. Cover and seal catch basins if work in their vicinity may allow debris or deleterious liquids to enter.
  9. Use vacuum with all concrete sawing operations.
  10. Never wash excess material from aggregate, concrete, or equipment onto a street.
  11. Catch drips from paving equipment with drip pans or absorbent material.
  12. Clean up all spills using dry methods
  13. Water shall be dechlorinated prior to discharge to a storm drain and it shall be verified that the chlorine residual is less than 0.1 mg/L.
• AI Feature Transparency and Choice —

  The vendor shall disclose whether the proposed solution includes Artificial Intelligence (AI), Machine Learning (ML), or automated decision-making technologies that are integral to its functionality. Where feasible, the vendor should provide mechanisms that allow the City to configure or limit the use of such features. The City recognizes that opting out of AI features may reduce functionality; however, vendors are expected to design solutions that support informed decision-making by clearly identifying which features rely on AI and whether such features are optional or required.

• Federal Water Pollution Control Act —

  1. The contractor agrees to comply with all applicable standards, orders, or regulations issued pursuant to the Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251 etseq. 2. The contractor agrees to report each violation to the (name of the applicant entering into the contract) and understands and agrees that the (name of the applicant entering into the contract) will, in turn, report each violation as required to assure notification to the Federal Emergency Management Agency, and the appropriate Environmental Protection Agency Regional Office. 3. The contractor agrees to include these requirements in each subcontract exceeding $150,000 financed in whole or in part with Federal assistance provided by FEMA.

• 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/194493

  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 4:00 pm on Thursday, April 30, 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.
   
• Debarment and Suspension Certification —

  (1) This contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R. pt. 3000. As such, the contractor is required to verify that none of the contractor’s principals (defined at 2 C.F.R. § 180.995) or its affiliates (defined at 2 C.F.R. § 180.905) are excluded (defined at 2 C.F.R. § 180.940) or disqualified (defined at 2 C.F.R. § 180.935). (2) The contractor must comply with 2 C.F.R. pt. 180, subpart C and2 C.F.R. pt. 3000, subpart C, and must include a requirement to comply with these regulations in any lower tier covered transaction it enters into. (3) This certification is a material representation of fact relied upon by (insert name of recipient/subrecipient/applicant). If it is later determined that the contractor did not comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C, in addition to remedies available to (insert name of recipient/subrecipient/applicant), the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment. (4) The bidder or proposer agrees to comply with the requirements of2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C while this offer is valid and throughout the period of any contract that may arise from this offer. The bidder or proposer further agrees to include a provision requiring such compliance in its lower tier covered transactions.

• Local Preference (Continued) —

  The City of Pasadena is committed to promoting the economic health and well-being of its residents. To this end, Contractor agrees to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions which result from the performance of this Contract and which are performed within the City. The Contractor will be required to make good-faith effort to hire Pasadena residents for all new hires, including subcontractor new hires. A good-faith effort will include requests to unions or community organizations designated by City to provide a list of qualified Pasadena residents. If qualified candidates available, Contractor will conduct interviews with assistance of City and union/community organizations. Residents are individuals who are, and have been one year prior to the effective date of the contract, residents of the City of Pasadena. Submission to the City of documentation of requests and interviews will constitute proof of a good-faith effort. Interviews of Pasadena residents, if conducted, shall be completed and documentation submitted to the City prior to commencement of Contract work.

• Acceptance of Conditions —

  By submitting a bid or proposal, each bidder or proposer expressly agrees to and accepts the following conditions:

  • All parts of the Instructions to bidder or proposer and Specifications will become part of the Contract between the selected bidder or proposer and the City;
  • The City may require whatever evidence is deemed necessary relative to the bidder or proposer financial stability and ability to complete this project;
  • The City reserves the right to request further information from the bidder or proposer, either in writing or orally, to establish any stated qualifications;
  • The City reserves the right to solely judge the bidder or proposer representations, and to solely determine whether the bidder or proposer is qualified to undertake the project pursuant to the criteria set forth herein. The bidder or proposer, by submitting a bid, expressly acknowledges and agrees that the judgment of the City as to whether or not the bidder or proposer is qualified to perform the project, shall be final, binding and conclusive;
  • The City reserves the right to reject all bids, waive any irregularity in any of the bids, or cancel or delay the project at any time;
  • This bidding process does not commit the City to award any contract, and the City is not liable for any costs incurred by the bidder or proposer in the preparation and submission of a bid.
• Errors and Omissions —

  Bidders shall not be allowed to take advantage of any errors or omissions in the Instructions to Bidders or Specifications. Full instructions will be given if such error or omission is discovered and timely called to the attention of the City.

• 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.

• ACCESS TO THE WORK AND RECORDS —

  The City, its inspectors, agents, and other employees, and the representatives of any Federal, State, or other public body or authority having jurisdiction of the project shall have, at all times and for any purpose, immediate access to the Work and the premises used by the Contractor for the work and shall have access to the places where materials or equipment are being fabricated, manufactured, or produced for the Work. To the extent requested by the City, the Contractor shall furnish access to the purchase orders and records, invoices, bills of lading, payroll records, and other documents and records pertaining to the Work, or shall furnish certified true copies thereof at its expense. Subcontractors for the Work shall be included in this requirement for access and records.

• Performance Bonds —

  Performance Bonds Required: 100%

• Technical Questionnaire Form —

  This form is only required for the purchases of technology. The City of Pasadena Department of Information Technology (DoIT) is tasked with reviewing all IT solutions proposed for use by the City. DoIT uses this questionnaire to assess various business, security, and/or operational impacts of bidder or proposer proposed technology solutions, SaaS offerings, software or hardware that will reside on the City’s servers and/or network, that will integrate to the City’s existing applications, servers and/or network, or that may have an impact on the City’s ability to conduct business. This questionnaire is also used to identify and distinguish at an early stage in the evaluation process the potential roles and responsibilities of the City and the proposer.

  If selected, proposers are required to complete the Pasadena Department of Information Technology Technical Questionnaire. The questionnaire is included in the section named "Submittal/Checklist." When completing the questionnaire, please note:

  • Section 4.0 must be completed for externally hosted/SAAS applications; and
  • Section 5.0 must be completed for City hosted/on-premises software
• Byrd Anti-Lobbying Amendment —

  Byrd Anti-Lobbying Amendment, 31 U.S.C. § 1352 (as amended) Contractors who apply or bid for an award of $100,000 or more shall file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, officer or employee of Congress, or an employee of a Member of Congress in connection with obtaining any Federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Each tier shall also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the recipient who in turn will forward the certification(s) to the awarding agency.

• Patent Feed; Patent, Copyright, Trade Secret, and Trademark Fees —

  Each bidder shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.

• Data Security for Printers/Copiers/Scanners —

  This section is only required for the lease/purchase of Printers/Copiers/Scanners.

  All devices or associated storage media which is replaced or removed must be sanitized in accordance with the "clear", "purge" or "destroy" categories of sanitization as defined in the NIST SP 800-88 publication "Guidelines for Media Sanitization". Sanitization of media must be certified by the Contractor and signed documentation detailing the device(s), media and category of sanitization must be provided to the Department of Information Technology (DoIT). Documentation of bulk or blanket sanitization is not acceptable. 

  All equipment must be configured such that the hard drive or associated storage media is encrypted or such encryption can be enabled by DoIT at will. All equipment must be configured to permit hard drive or associated storage media to be removed by a DoIT technician if necessary.

  Temporary removal of equipment, such as for maintenance or repair, is subject to data sanitization requirements as stated above.

  All device hard drives or associated storage media shall be left in DoIT’s possession at the end of the any lease, rental, or other time-limited usage agreement, if specified by the City.

  All administrative accounts on equipment must be configured with non-default password, complex passwords, and the account names and passwords provided to DoIT.

  Contractor must provide configuration printouts in hard copy form of all settings for any TCP/IP functions, including but not limited to network configurations, static routes, SMTP, SNMP, scan-to-file, etc., and storage media encryption configurations. Printouts must be delivered to DoIT when equipment configuration is complete and “ready for operation”.

• 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

• Pasadena Business —

  Local Business is defined in the Pasadena Municipal Code section:

  4.08.020, O: "Local business" means a business with a fixed place of business located in the city.

  To receive any preferences offered to a Pasadena business in this solicitation, a Pasadena business must be located within the City Boundary by the release date of this solicitation.

• INSPECTION —

  Inspection shall be in accordance with Section 2-11 of the Standard Specifications with the exceptions noted herein. All materials furnished and work done under this contract are subject to inspection. The Contractor shall furnish, without extra charge, the necessary test pieces and samples, including facilities and labor for obtaining them, as requested by the Engineer. The Engineer, or its authorized agent or agents, at all times shall have access to all parts of the shop and the works where such material under his inspection is being manufactured or the work performed. Work or material that does not conform to the specifications, although accepted through oversight, may be rejected at any stage of the work. Whenever the Contractor is permitted or directed to do night work or to vary the period during which work is carried on each day, he shall give the Engineer due notice, so the inspection may be provided. Such work shall be done under regulations to be furnished in writing by the Engineer.

  Contractor shall provide at least 24-hours notice of readiness for inspection. Initial inspection costs shall be borne by the City, except that in the event that overtime construction work performed at the option of, or for the convenience of, the Contractor is approved by the City, such work will be inspected by the City at the expense of the Contractor. If Contractor has called for inspection but does not provide sufficient advance notice for cancelling the inspection when the work is either not ready or will not be ready, Contractor shall be held responsible for costs incurred by the City even when the inspection was not performed. Travel expenses to inspect shop fabrication performed more than 150 miles distant from Pasadena will be paid by the Contractor. Any inspection that has to be repeated due to necessary rework shall be at the expense of the Contractor. Inspection time for necessary rework at normal (non-overtime) time shall be charged to the Contractor at the rate of $145 per hour per inspector. The City may deduct this from Contractor's invoices.

  The Special Inspection Table provided in Attachments summarizes the required special inspections and testing requirements for the project, the responsible party who shall perform the test or inspection, and the party directly responsible for the expense (City or Contractor). Refer to the Specification Section shown for the testing and special inspection requirements. The Special Inspection Table is for convenience only. Testing and inspection missing from this table but otherwise indicated in the Specifications sections shall be performed at no additional cost to the City.

• Labor & Materials Bonds —

  Labor & Materials Bonds Required: 100%

• Taxes —

  Price bid shall include all federal, state, local and other taxes.

• SUBSTITUTION FOR PATENTED AND SPECIFIED ARTICLES —

  Wherever these Specifications specify any material or process by patent or proprietary name, or by name of manufacturer, such specification is only for the purpose of describing the material or process desired and shall be deemed to be followed by the words and/or approved equivalent. Any bidder may offer in the proposal any material or process that is equivalent in every respect to the material or process specified. The burden of proof as to the quality and utility of any such substitute shall be upon the Contractor. A statement of alternate unit shall clearly describe the material or process for which the substitution is proposed and shall provide technical data establishing equivalency. The Contractor shall also be responsible for resultant changes and all additional costs which the substitution requires in its work.  The City shall be the sole judge as to the quality and utility of any such substitute material, project, or equipment and its decision shall be final.  Should the approved substitutions result in a lowering of project cost, the City may require as a condition of approval a contract cost reduction.

• 2 CFR § 200.323: PROCUREMENT OF RECOVERED MATERIALS —

  In the performance of this contract, the Contractor shall make maximum use of products containing recovered materials that are EPA-designated items unless the product cannot be acquired— 1. Competitively within a timeframe providing for compliance with the contract performance schedule; 2. Meeting contract performance requirements; or 3. At a reasonable price. ii. Information about this requirement, along with the list of EPA designated items, is available at EPA’s Comprehensive Procurement Guidelines web site, https://www.epa.gov/smm/comprehensiveprocurement-guideline-cpg-program. iii. The Contractor also agrees to comply with all other applicable requirements of Section 6002 of the Solid Waste Disposal Act.”

• SUBMITTAL AND RECORD DRAWINGS —

  Within 15 calendar days of the Notice to Proceed, Contractor shall submit the following:

  1. A preliminary construction schedule showing the start and end dates of the various stages of the work, including details of construction sequencing, with a completion date that is on or before the contract end date. Contractor shall employ computerized Critical Path Method (CPM) scheduling as defined by the Association of General Contractors that includes a time-scaled graphic network diagram indicating all construction activities and procurements in sufficient detail. Duration of a single activity shall not exceed 10 calendar days on the CPM network.  All activities shall be shown using symbols to clearly distinguish between critical path activities, non-critical activities, and free float for each non-critical activity.

  2. A preliminary list of shop drawing submittals.

  3. A preliminary schedule of values for all of the Work which shall include quantities and prices of items aggregating the contract price and will subdivide the work into component parts in sufficient detail to serve as the basis for progress payments during construction.

  The City's review of the preliminary schedule will be limited to the submittal's conformance to the Contract requirements, and may include directions to include activities and information missing from the submittal and requests to the Contractor to clarify the schedule. Upon the City's review, Contractor shall revise and resubmit the schedule until the City accepts the resubmitted schedule. When the schedule is accepted, it shall be considered as the "Baseline CPM Construction Schedule" and shall be a condition precedent to mobilizing any labor, equipment and materials at the site of work, and processing any application for payment.

  Within 30 calendar days of the Notice to Proceed, Contractor shall provide all submittals as required in the Specifications and presented in a form acceptable to the City in both electronic and hard copy (if requested) versions in accordance with Section 2-5.3 of the Standard Specifications. Submittals shall include detailed design calculations, shop- prepared drawings, fabrication and installation drawings, erection drawings, lists, graphs, catalog sheets, manufacturer’s data sheets, descriptive plans and procedures, samples, and similar items called for in the Technical Specifications and required for the work. Submittals shall be provided to the Engineer for review of proposed equipment and material, and Engineer's review shall be completed, prior to beginning manufacture and construction. Contractor shall also comply with the requirements in the Substitution for Patented and Specified Articles section if submitting alternate equipment and material for Engineer’s review. Submittals must receive a favorable review of “No Exceptions Taken” or “Make Corrections Noted”, or shall be modified or amended as necessary by the Contractor and resubmitted until a favorable review is received before Contractor proceeds with the manufacture or installation of the item.

  PWP will review and respond to submittals within 21 calendar days. Review may be delayed if contingent on receipt of other submittals. The Contractor shall correct and resubmit rejected submittals within 14 calendar days. Contractor shall have no claim for damages or extension of time due to delays resulting from Contractor having to make submittal revisions required.

  The Contractor shall maintain, at the jobsite, one set of Record Drawings documenting locations, configurations, and deviations which vary from the Drawings, including buried or concealed construction and utility features, which are revealed during the course of construction. Said Record Drawings shall be supplemented by detailed sketches to indicate, fully, the Work as actually constructed. The Record Drawings shall include revisions made by addenda, design clarifications, submittal reviews, responses to Requests for Information (RFIs), change orders and field orders and shall be maintained up-to-date at a minimum on a weekly basis during the progress of the Work.

  Copies of the Record Drawings shall be submitted upon completion of the Work; however, Record Drawings shall be made available to the Engineer for review at any time during the construction period. Final payment will not be issued until the Contractor’s Record Drawings have been delivered to the Engineer and accepted as meeting these requirements. The Contractor shall record the exact location, by dimension, and the exact depth, by elevation, of all underground lines, valves, plugged Tees, capped ends, etc. All information necessary to maintain and service any concealed work shall be noted on these Record Drawings.

  The information submitted by the Contractor on the Record Drawings will be assumed to be correct, and the Contractor shall be responsible for the accuracy of such information, and for errors or omissions on the Record Drawings as a result.

• BID YOUR FULL EQUAL OR BETTER —

  Materials and equipment furnished shall be new, complete, ready-for-use and of the latest model, shall not have been used in demonstration or other services and have all the usual equipment as shown by manufacturer’s current specifications and catalogs unless otherwise specified.

• CONSTRUCTION SEQUENCING —

  The Contractor is responsible for means, methods and sequence of work to be performed, and shall make adequate provisions to maintain the integrity of all structures and equipment at all stages of work. Construction sequencing shall consider equipment manufacturing and delivery durations and the Contractor’s proposed construction methods.

• Pasadena Living Wage Ordinance —

  If this purchase includes a service, and the contract total is at $25,000 or more, it is then subject to the City of Pasadena's Living Wage Ordinance, Pasadena Municipal Code Chapter 4.11. The ordinance requires that contractors providing labor or services to the City under contracts in excess of $25,000 pay no less than the City’s Living Wage to all employees who spend any of their time providing labor or delivering services to the City.

  The selected contractor will be required to evidence compliance with the Living Wage Ordinance by submitting payroll records as requested by the City. Each record shall include the full name of each employee performing labor or providing services under the contract; job classification; rate of pay and benefit rate.

  Failure to comply with the provisions of the Pasadena Living Wage Ordinance is grounds for termination of the contract and a basis for penalties as stated in Pasadena Municipal Code Chapter 4.11. Questions concerning the Pasadena Living Wage Ordinance should be directed to:

  Finance Department
  Purchasing Division
  626-744-6755 - phone
  626-744-6757 – fax

  Please visit https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ for the current calendar year Pasadena Living Wage rate.

• FEDERAL - REQUIRED CERTIFICATION —

  If applicable, contractors must sign and submit to the non-federal entity the following certification. APPENDIX A, 44 C.F.R. PART 18 – CERTIFICATION REGARDING LOBBYING Certification for Contracts, Grants, Loans, and Cooperative Agreements The undersigned certifies, to the best of his or her knowledge and belief, that: 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions. 3. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The Contractor, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31 U.S.C.Chap. 38, Administrative Remedies for False Claims and Statements, apply to this certification and disclosure, if any. _________________________________________ Signature of Contractor’s Authorized Official Name ________________________________ Title of Contractor’s Authorized Official _______________________ Date   FEDERAL CONTRACT PROVISIONS

• Local Bidders; Refund of Sales and Use Tax —

  For the purpose of determining the lowest bidder on a contract for materials and supplies only, 1.75% of that portion of the bid subject to sales or use tax shall be deducted from any bid where it is determined that if such bidder were awarded the contract, the City would receive a refund of the 1.75% sales and use tax pursuant to the Uniform Sales and Use Tax Ordinance of the City of Pasadena.

• PAYMENT OF A CITY-WIDE MINIMUM WAGE —

  If a vendor is providing labor for any subsequent contract resulting from this solicitation, they must comply with the City of Pasadena Minimum Wage as set forth in Chapter 5.02 of the Pasadena Municipal Code.  Vendors are encouraged to review the City’s minimum wage information guide at (https://bit.ly/3o3SHMh).  The minimum wage ordinance may be found at Pasadena Municipal Code.

   

• PRE-CONSTRUCTION SITE EXAMINATION —

  After the Notice to Proceed and before Work at site is begun, the Contractor and City shall make thorough examination of pre-existing conditions including existing buildings, structures, pipelines, roadways, driveways, sidewalks, landscaping, and other improvements in vicinity of Work, as applicable, which might be impacted or potentially damaged by construction operations.

  The Contractor shall take photographs and videotape to document preexisting conditions prior to the start of the work. Include public roads and improvements to adjacent private property as part of preexisting condition documentation. Two sets of dated photographs and two copies of the dated video provided on DVD or thumb drive shall be submitted to the City. The City will review, sign, and return one record copy to the Contractor to be kept on file as site records.

  These photographs and videotapes are intended for use as indisputable evidence in ascertaining whether and to what extent damage occurred as a result of the Contractor's operations, and are for protection of the Contractor and City.

• Special Requirements of Contractors —

  There is a separate packet of forms as part of these specifications that a bidder must complete to establish compliance with a number of special City of Pasadena requirements, including, but not limited to, Equal Employment and Affidavit of Non Collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them shall be grounds, in the sole discretion of the City, for rejection of any bidder.

• ACCESS TO RECORDS —

  The following access to records requirements apply to this contract: (1) The Contractor agrees to provide (insert name ofstate agency or local or Indian tribal government), (insert name of recipient), the FEMA Administrator, the Comptroller General of the United States, or any of their authorized representatives access to any books, documents, papers, and records of the Contractor which are directly pertinent to this contract for the purposes of making audits, examinations, excerpts, and transcriptions. (2) The Contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed. (3) The Contractor agrees to provide the FEMA Administrator or his authorized representatives access to construction or other work sites pertaining to the work being completed under the contract. (4) In compliance with the Disaster Recovery Act of 2018, the (write in name of the non-federal entity) and the Contractor acknowledge and agree that no language in this contract is intended to prohibit audits or internal reviews by the FEMA Administrator or the Comptroller General of the United States.

• INSURANCE —

  Proof of insurance is not required to be submitted with your bid, but will be required prior to the City's award of the contract. A copy of the City standard is included in the attachments.

• DHS SEAL, LOGO, AND FLAGS —

  “The contractor shall not use the DHS seal(s), logos, crests, or reproductions of flags or likenesses of DHS agency officials without specific FEMA pre-approval.”

• Public Contract Code Sec. 9204 New Public Works Claims Procedure —

  As detailed in the Section Titled #Public Works Claims Procedure new Public Contract Code Section 9204, effective January 1, 2017, specifies new procedural requirements for claims submitted by a contractor on any public works project.

• PROTECTIVE MEASURES —

  Structures, trees, landscaping, existing utilities and improvements, and other items on the site, unless specifically indicated on the Plans for removal, shall be protected from damage during site work operations. Any damage to existing improvements due to the negligence of the Contractor shall be repaired, to the City's satisfaction, or the item replaced as directed by the City, and at the expense of the Contractor.

• Errors and Omissions —

  Bidders or Proposers shall not be allowed to take advantage of any errors or omissions in the Instructions to Bidders/General Instructions or Specifications/Scope of Work. Full instructions will be given if such error or omission is discovered and timely called to the attention of the City.

• DURATION OF CONTRACT —

  All contract work shall be completed within 375 working days. Upon execution of the contract, the City will issue a Notice to Proceed to the Contractor marking the commencement of contract time. The contract completion date shall be determined by counting the contract duration in working days from the date of contract commencement.

• SITE CLEARANCE AND REMOVALS —

  The Contractor shall provide all labor, materials, equipment and service necessary to complete the removal, clearing and grubbing work within the construction limits and as herein specified.

• Equivalents to Specifications —

  The material, equipment or service offered by the bidder will meet all requirements of the specifications in this Notice Inviting Bids. Questions requesting approval of equals must be submitted before the deadline for questions to the City contacts listed in the Bid Invitation. Bidder must provide all information (no pricing) in order for the City to determine if the product offered is an equal to the manufacturer specified and/or meets the technical specifications. This includes details for each item to which a proposed equal will be taken, proposed make and model specifications, and any other information on the material specified herein regarding approved equals requested. Bidder must state brand name and/or manufacturer of each item proposed and include detailed specifications. All guarantees and/or warranties must also be stated. Parts and materials must be latest model or current date and meet specifications or be equal to the specifications.

  During the question and answer period for this solicitation (Explorer Well Above-Grade Improvements WD-26-01; 2026-IFB-LM-0081), the City reserves the right to determine whether equivalents meet the bid specifications of the City, and are equal to the manufacturer specified or the stated technical specifications. The decision of the City regarding equality shall be final.

• Patent Fees; Patent, Copyright, Trade Secret, and Trademark Fees —

  Each bidder or proposer shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.

• COMPLIANCE WITH FEDERAL LAW, REGULATIONS, AND EXECUTIVE ORDERS —

  “This is an acknowledgement that FEMA financial assistance will be used to fund all or a portion of the contract. The contractor will comply with all applicable Federal law, regulations, executive orders, FEMA policies, procedures, and directives.”

• System for Award Management (SAM.Gov) —

  Prior to contract award, the lowest responsive and responsible bidder must provide an active registration with "Sam.Gov." Vendors seeking to register can register for free at the following link: https://sam.gov/content/entity-registration

• NO OBLIGATION BY FEDERAL GOVERNMENT —

  “The Federal Government is not a party to this contract and is not subject to any obligations or liabilities to the non-Federal entity, contractor, or any other party pertaining to any matter resulting from the contract.”

• Taxes —

  Price bid or Price Proposals shall include all federal, state, local and other taxes.

• DUST CONTROL —

  The Contractor shall take whatever steps, procedures, or means as are required to prevent visible dust being caused by its operations in connection with the execution of the work; and on any unpaved road which the Contractor or any of his subcontractors are using, excavation or fill areas, demolition operations, or other activities. Dust control shall be provided by watering, use of dust palliative, modification of operations, or any other means acceptable to the City and agencies having jurisdiction.

• Protest Procedure —

  This procedure specifies the process to be utilized by the City of Pasadena in resolving protests regarding this solicitation. In order for a protest to be considered by the City of Pasadena, it must be submitted in accordance with the procedures outlined in the FORMAL SOLICITATION PROTEST PROCEDURE found at the following link: (https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/). A protest submitted that is not in accordance with this procedure, may be returned to the submitting party without any further action by the City of Pasadena.

• TREE ROOT PROTECTION POLICY —

  At no time shall any materials, supplies or fill be stored and/or equipment be parked or driven within the prescribed tree root protection zone unless otherwise directed by the Engineer. The root protection zone is defined as the larger of the drip line of the tree or the distance from the trunk equal to six (6) inches for each inch of trunk diameter measured at 4.5 feet above existing grade. The following guidelines are established to safeguard the health of protected trees.

  1. Protective chain-link fencing with an access gate of minimal width should be installed at the Root Protection Zone of protected trees, if required, and approved in place by staff prior to the commencement of any construction, or demolition.

  2. The protection zone should be irrigated sufficiently with clean potable water to keep the tree in good health and vigor before, during, and after construction. This may mean deeply soaking the ground periodically. No construction staging or disposal of construction materials or byproducts including but not limited to paint, plaster, or chemical solutions is allowed in the Root Protection Zone. The Root Protection Zone should not be subjected to flooding incidental to the construction work.

  3. All work conducted in the ground within the Root Protection Zone of any protected tree should be accomplished with hand tools or an air spade. Trenches in the Root Protection Zone should be tunneled when possible or completed with an air spade to avoid damage to small feeder roots within the root protection zone. Information regarding air spades is available from staff.

  4. Where structural footings are required and major roots (over 3” in diameter) will be impacted, leave roots exposed or covered in burlap until a City forestry inspector can review the site.

  5. No more than one side of the tree shall have root pruning and no roots over 3 inches in diameter are to be removed within five feet of the trunk.

  6. Any required trenching should be routed in such a manner as to minimize root damage. Radial trenching (radial to the tree trunk) is preferred as it is less harmful than tangential trenching. Construction activity should be diverted from the Root Protection Zone. Cutting of roots should be avoided (i.e. place pipes and cables below uncut roots). Wherever possible and in accordance with applicable code requirements, the same trench should be used for multiple utilities.

  7. “Natural” or pre-construction grade should be maintained in the Root Protection Zone. At no time during or after construction should soil be in contact with the trunk of the tree above the root collar. In areas where the grade around the protected tree will be lowered, some root cutting may be unavoidable. Cuts should be clean and made at right angles to the roots. When practical, cut roots back to a branching lateral root.

  8. If removing existing pavement in the Root Protection Zone, avoid the use of heavy equipment, which will compact and damage the root system.

  It is recognized that failure to abide by these provisions will result in substantial root damage to trees that may not be immediately apparent. The City will therefore assess damages according to the International Society of Arboriculture standards and a deduction will be made from the Contractor’s payment.

  It is recognized that failure to abide by these provisions will result in substantial root damage to trees that may not be immediately apparent. The City will therefore assess damages according to the International Society of Arboriculture standards and a deduction will be made from the Contractor’s payment.

• Certificate of Insurance —

  Proof of insurance is not required to be submitted with your bid/proposal, but will be required prior to the City's award of the contract. Refer to the Insurance requirements in the "Insurance Requirements" section of this document.

• PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS —

  “The Contractor acknowledges that 31 U.S.C. Chap. 38 (Administrative Remedies for False Claims and Statements) applies to the Contractor’s actions pertaining to this contract.”

• REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION (IRS Form W-9) —

  The winning proposal/bid may be required to submit a completed and signed IRS Form W-9. Failure to submit this form may result in the response being deemed non-responsive.

  Link: https://www.irs.gov/pub/irs-pdf/fw9.pdf

• 2 CFR § 200.216: PROHIBITION ON CONTRACTING FOR COVERED TELECOMMUNICATIONS EQUIPMENT OR SERVICES —

  FEMA recipients and subrecipients and their contractors and subcontractors are required per 2 C.F.R. Part 200, Appendix II to include a contract provision in all FEMA-funded contracts and subcontracts, including any purchase orders. 1. On or after Aug. 13, 2020, for all new, extended, or renewed contracts using FEMA funds, especially for covered telecommunications equipment or services: a. FEMA recipients and subrecipients are required to include a provision in their contracts explaining the prohibitions under section 889 of the NDAA and as clarified in this policy. b. This also applies to subcontracts under any new, extended, or renewed contract. (a) Definitions. As used in this clause, the terms backhaul; covered foreign country; covered telecommunications equipment or services; interconnection arrangements; roaming; substantial or essential component; and telecommunications equipment or services have the meaning as defined in FEMA Policy, #405-143-1 Prohibitions on Expending FEMA Award Funds for Covered Telecommunications Equipment or Services As used in this clause. The link to the policy is listed here: Prohibitions on Expending FEMA Award Funds for Covered Telecommunications Equipment or Services (Interim) FEMA Policy #405-143-1 (b) Prohibitions. (1) Section 889(b) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019, Pub. L. No. 115-232, and 2 C.F.R. § 200.216 prohibit the head of an executive agency on or after Aug.13, 2020, from obligating or expending grant, cooperative agreement, loan, or loan guarantee funds on certain telecommunications products or from certain entities for national security reasons. (2) Unless an exception in paragraph (c) of this clause applies, the contractor and its subcontractors may not use grant, cooperative agreement, loan, or loan guarantee funds from the Federal Emergency Management Agency to: (i) Procure or obtain any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology of any system; (ii) Enter into, extend, or renew a contract to procure or obtain any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology of any system; (iii) Enter into, extend, or renew contracts with entities that use covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system; or (iv) Provide, as part of its performance of this contract, subcontract, or other contractual instrument, any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. (c) Exceptions. (1) This clause does not prohibit contractors from providing— a. A service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements; or b. Telecommunications equipment that cannot route or redirect user data traffic or permit visibility into any user data or packets that such equipment transmits or otherwise handles. (2) By necessary implication and regulation, the prohibitions also do not apply to: a. Covered telecommunications equipment or services that: i. Are not used as a substantial or essential component of any system; and ii. Are not used as critical technology of any system. b. Other telecommunications equipment or services that are not considered covered telecommunications equipment or services. (d) Reporting requirement. (1) In the event the contractor identifies covered telecommunications equipment or services used as a substantial or essential component of any system, or as critical technology as part of any system, during contract performance, or the contractor is notified of such by a subcontractor at any tier or by any other source, the contractor shall report the information in paragraph (d)(2) of this clause to the recipient or subrecipient, unless elsewhere in this contract are established procedures for reporting the information. (2) The Contractor shall report the following information pursuant to paragraph (d)(1) of this clause: (i) Within one business day from the date of such identification or notification: The contract number; the order number(s), if applicable; supplier name; supplier unique entity identifier (if known); supplier Commercial and Government Entity (CAGE) code (if known); brand; model number (original equipment manufacturer number, manufacturer part number, or wholesaler number); item description; and any readily available information about mitigation actions undertaken or recommended. (ii) Within 10 business days of submitting the information in paragraph (d)(2)(i) of this clause: Any further available information about mitigation actions undertaken or recommended. In addition, the contractor shall describe the efforts it undertook to prevent use or submission of covered telecommunications equipment or services, and any additional efforts that will be incorporated to prevent future use or submission of covered telecommunications equipment or services. (e) Subcontracts. The Contractor shall insert the substance of this clause, including this paragraph (e), in all subcontracts and other contractual instruments.

• TEMPORARY WATER SUPPLY —

  Contractor shall arrange to develop water sources and construct temporary piping, valves and appurtenances to connect to water utility and collect, load, transport, and apply water as needed for testing, concrete work, dust control, construction, development, and testing and other construction use.

  Construction water shall be furnished at Contractor's expense.

  Apply for and obtain potable water meter from City of Pasadena, Meter Read Services, prior to initiating the Work by going to https://pwp.cityofpasadena.net/ and requesting to start a new service.

  The following charges will apply:

  • $150 nonrefundable deposit
  • $981 refundable deposit after Contractor returns meter to Meter Read Services
  • Monthly charge will vary contingent upon meter size plus tax, and
  • Charge for water used during entire time Contractor has possession of meter.

  Connect to potable water utilities at utility-designated locations, using temporary meters and California Division of Drinking Water-approved backflow preventers attached.

  • Install and maintain supply connections and piping only at location and in manner accepted by Owner.
  • If permission is granted to take water through fire hydrants, use one 21/2-inch connection for construction water.
  • Reserve remaining outlets for use by fire department.

  Provide all equipment and personnel needed to convey construction water from designated water source to point of use, including pipe, valves, and appurtenances.

  • Use of water utility will be under control of water utility.
  • Follow requirements and provisions set forth by water utility regarding use of their water
  • Do not operate any valve in water utility's system.
  • Request valve operation be done by water utility's personnel.
  • Do not connect to fire hydrants or pipelines prior to obtaining permission from the City.
  • Meter all water use.
  • Provide backflow prevention device downstream from City-furnished water meter.
  • Pipes or hoses crossing sidewalks, driveways, or access areas shall be ramped and equipped with the appropriate warning signage.
  • Inform City before accessing water from source so City can make appropriate adjustments.

  Keep water free from contamination.

  • Provide abundant supply of safe drinking water on jobsite.
  • Post orders against drinking, washing, or bathing in water in vicinity of Work known to be unsafe.
  • Construction water shall be clean and free from objectionable deleterious amounts of acids, alkalis, salts, or organic materials.

  Before Final Acceptance remove all temporary connections, hoses, and piping installed by Contractor.

• RELEVANT EXPERIENCE —

  In submitting this bid, the Bidder warrant that it has work experience with governmental agencies in water infrastructure construction, including civil and structural engineering projects. The Bidder must have constructed a minimum of three (3)  projects similar in scope and size to the work required for the Explorer Well Above-Grade Improvements over the period of ten (10) years preceding the date of this bid advertisement.

  Complete and submit the attached Relevant Experience Form with your bid to demonstrate experience with projects of similar scope and size to that which is to be performed.

  Pursuant to Sections 1777.1 and 1777.7 of the California Labor Code, any Contractor that has been found by the State Labor Commissioner to be in violation of the Labor Code Section entitled "Public Works" shall be ineligible to bid on or be awarded a contract for this project.  The period of debarment shall be not less than one year and up to three years as determined pursuant to Section 1777.7 of the Labor Code.  in submitting its bid, the Bidder certifies that it is aware of these provisions and is eligible to bid on this contract. 

  The successful Bidder shall also be prohibited from performing work on this project with a subcontractor who is ineligible to perform work on a Public Works project pursuant to Section 1777.1 or 1777.7 of the Labor Code.  In submitting its bid, the Bidder certifies that it has investigated the eligibility of each and every subcontractor it intends to use on this project and has determined that non is ineligible to perform work pursuant to the above provisions of law.

• ACCEPTANCE OF WORK —

  The Contractor shall provide written notification to the City when the Contractor deems the work complete and ready for final inspection. Upon the receipt of this notice, the City will make a final inspection and notify the Contractor within five (5) working days that the work is approved or that additional work is needed before approval. The work will neither be final nor accepted until the City notifies the contractor in writing that the entire work is completed to the specifications. No deviations from the Specifications will be accepted unless previously approved in writing by the City. Within ten (10) days after the work is accepted, the City will record a Notice of Completion. The Contractor shall be responsible for risk of loss or damage to the work until the date of the written notice of acceptance from the City. The period of any guarantee or warranty provided under these Specifications, shall commence on the date the work is accepted.

• TEMPORARY POWER —

  The Contractor shall arrange for temporary power during construction as necessary for its operations. Temporary power shall be provided through a portable standby diesel generator(s). Temporary power supply from a local power provider will not be available at the site. Contractor shall be able to demonstrate compliance with applicable noise ordinances and shall obtain City approval prior to the use of any proposed portable generator(s). Contractor shall be responsible for obtaining the required air quality permit to operate generators. Contractor shall pay for all associated costs for temporary power.

• CFR § 200.322 - Domestic preferences for procurements. —

  (a) As appropriate and to the extent consistent with law, the non-Federal entity should, to the greatest extent practicable under a Federal award, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). The requirements of this section must be included in all subawards including all contracts and purchase orders for work or products under this award. (b) For purposes of this section: (1) “Produced in the United States” means, for iron and steel products, that all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States. (2) “Manufactured products” means items and construction materials composed in whole or in part of non-ferrous metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe; aggregates such as concrete; glass, including optical fiber; and lumber.

• LIMITATIONS ON LIABILITY —

  Bidders acknowledge that they shall provide the goods and/or services without monetary limitations on liability. If Bidders take exception to this requirement, Bidders shall expressly state any exceptions, including the proposed limits of liability, (a) in detail; (b) as a separate line item; and (c) not part of any form documents submitted. Bidders acknowledge that any exceptions may result in a finding of non-responsiveness.

• TIME OF COMPLETION. —

  The CONTRACTOR shall begin work within fifteen (15) calendar days after date of the Notice to Proceed and shall diligently prosecute the work to completion in every detail, within 375 Working Days after the date in the Notice to Proceed with Work, exclusive of maintenance periods if any.

  
  A working day consists of the following: Mon-Fri, 8:00 am to 4:00 pm
  Except the following observed City Holidays:

  • New Year’s Day
  • Martin Luther King Jr Day
  • Lincoln’s Birthday
  • Washington’s Birthday
  • Memorial Day
  • Independence Day
  • Labor Day
  • Veteran’s Day
  • Thanksgiving Day
  • Day after Thanksgiving
  • Christmas Day

  The Contractor is required to confirm dates with the City prior to start of construction.

• CONTRACTOR LAY DOWN AREA —

  The Contractor's use of the project site shall be limited to construction operations related only to the Explorer Well project and Explorer Road water main project including on-site storage of materials, on-site fabrication facilities, and field offices within the limits defined on the Drawings. The Contractor shall be fully responsible and make the provisions necessary for the security of any materials or equipment stored on site. The Contractor shall be responsible for securing, at the Contractor’s own expense, other areas required for staging, storage or other purposes related to the construction of this project.

  Throughout construction the Contractor shall keep the work site free and clean of rubbish and debris, and shall promptly remove from the site or from property adjacent to the site, unused and rejected materials, surplus earth, concrete, and debris, excepting select material which may be required for backfilling.

  Should the Contractor find it necessary to use any additional land for its staging and storage or for other purposes during the construction of the Work, the Contractor shall provide for the use of such lands at its own expense.

  The Contractor shall restore all surface areas to existing condition or better.

• LIQUIDATED DAMAGES —

  Failure of the contractor to meet the delivery date will result in damages being sustained by the City of Pasadena. Such damages are, and will continue to be, impracticable and extremely difficult to determine. For each consecutive calendar day in excess of the delivery date the Contractor shall pay the City of Pasadena, or have withheld from monies due it, the sum of $1,000.00 per day.
  
  Execution of the Contract shall constitute agreement by the City of Pasadena and the Contractor that this represents the minimum value of the costs and actual damage caused by the failure of Contractor to meet the deliver date. Such sum is liquidated damages and shall not be construed as a penalty, and may be deducted from payments due Contractor if such delays occur.

  For additional information on other applicable monetary damages, the Contractor must also review the Special Provisions included in the Attachments section of this solicitation. These provisions specify varying liquidated damage amounts based on the specific scope of work or bid item. Please note that the assessment of liquidated damages does not relieve the Contractor of liability or responsibility for any harm, injury, or loss resulting from the failure to provide adequate protection.

• RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT —

  ONLY REQUIRED FOR FUNDING AGREEMENTS a. Standard. If the FEMA award meets the definition of “funding agreement” under 37C.F.R. § 401.2(a) and the non-Federal entity wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the non Federal entity must comply with the requirements of 37 C.F.R. Part 401 (Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements), and any implementing regulations issued by FEMA. See 2 C.F.R. Part 200, Appendix II(F). b. Applicability. This requirement applies to “funding agreements,” but it DOES NOT apply to the Public Assistance, Hazard Mitigation Grant Program, Fire Management Assistance Grant Program, Crisis Counseling Assistance and Training Grant Program, Disaster Case Management Grant Program, and Federal Assistance to Individuals and Households – Other Needs Assistance Grant Program, as FEMA awards under these programs do not meet the definition of “funding agreement.” c. Funding Agreements Definition. The regulation at 37 C.F.R. § 401.2(a) defines “funding agreement” as any contract, grant, or cooperative agreement entered into between any Federal agency, other than the Tennessee Valley Authority, and any contractor for the performance of experimental, developmental, or research work funded in whole or in part by the Federal government. This term also includes any assignment, substitution of parties, or subcontract of any type entered into for the performance of experimental, developmental, or research work under a funding agreement as defined in the first sentence of this paragraph.

• WORK BY OTHERS —

  Work may be conducted at the site by others during the performance of the Work under this Contract, including City of Pasadena ("City") and/or its contractors. The Contractor shall conduct its operations to cause a minimum of interference with the work of such other contractors, and shall cooperate fully with such contractors to provide continued safe access to their respective portions of the site, as required to perform work under their respective contracts.

  The Contractor shall cooperate fully with utility forces of the City or forces of other public or private agencies engaged in the relocation, altering, or otherwise rearranging of facilities that interfere with the progress of the Work, and shall schedule the Work to minimize interference with said relocation, altering, or other rearranging of facilities.

• Recycled Product Procurement Mandates Pertaining to Local Governments [Public Contract Code Sections 22150 - 22154] —

  This section is only applied when buying paper products.

  Beginning January 1, 2022, SB 1383 requires jurisdictions (cities, counties, cities and counties, or special districts that provide solid waste collection services) to purchase recycled-content paper products that are recyclable.

  SB 1383 builds upon existing laws that require jurisdictions to purchase products that contain minimum recycled content, and adds additional requirements on product recyclability and recordkeeping.

  All vendors providing Paper Products and Printing and Writing Paper shall:

  • Provide products that contain no less than 30% minimum recycled content and recyclability (described in further detail in State of California, Public Contract Code Sections 22150-22154, under the sections “Recycled-Content Requirements” and “Recyclability Requirements”.
  • Provide a written certification and other verification from product vendors, as applicable, certifying that the products meet the recycled-content and recyclability requirements.
• UTILITY POTHOLING —

  Existing utilities have been identified and located on the Drawings based on available information, including above ground utility evidence and mapping provided by Pasadena Water and Power. The Contractor shall be responsible for potholing (excavation to uncover utilities) to establish the actual location and depth of the existing utilities which cross proposed pipeline alignments or are located within three feet of proposed excavations, including tie ins to Pasadena Water and Power pipelines, in accordance with these specifications and as indicated on the Drawings.

  Contractor shall notify Underground Service Alert (USA) for utility marking at least two working days in advance of excavation and/or potholing.

  Potholing may result in modification of pipeline alignment or depth from that shown on Drawings to make tie-ins to existing piping. Minor modifications involving no increase in pipe length, number of fittings, or appurtenances shall be made at no additional cost to the City. The Contractor shall provide all potholing information prior to ordering materials and submitting Shop Drawings for piping and related work. Shop Drawings shall reflect modifications to the proposed piping based on potholing information, including material, condition and actual pipe dimensions. Contractor shall note conflicts between existing utilities and the proposed pipeline as designed. Delays resulting from discoveries during potholing shall not justify additional time and monetary compensation to the Contractor.

• STORAGE —

  The Contractor shall, at its own expense provide a storage location for his materials and equipment. The contractor must request and coordinate with Public Works Department for an approved location.

• Buy America Requirement —

  This section of the FEDERAL REGISTER contains regulatory documents having general applicability and legal effect, most of which are keyed to and codified in the Code of Federal Regulations, which is published under 50 titles pursuant to 44 U.S.C. 1510. The Code of Federal Regulations is sold by the Superintendent of Documents. DEPARTMENT OF AGRICULTURE Rural Utilities Service 7 CFR Part 1787 RIN 0572–AC42 ‘‘Buy American’’ Requirement. Details for this requirement can be found at the following link: https://www.govinfo.gov/content/pkg/FR-2018-11-27/pdf/2018-25815.pdf

• PROTECTION OF EXISTING IMPROVEMENTS AND OTHER UTILITIES —

  The Contractor shall, at its own expense, preserve and protect from injury all improvements existing at the site, such as equipment, trees, parkways, flowers, shrubbery, lawns, fences, curbs, gutters, sidewalks, walls, manholes and all other improvements of whatever nature. If any such improvements are injured, damaged, or destroyed by the Contractor, or its employees, subcontractors or agents, they shall promptly be restored by the Contractor, at the Contractor’s expense, to the condition existing before such injury, damage, or destruction. The Contractor shall protect and maintain in uninterrupted service any existing sub-surface utilities and shall promptly repair any damages to such utilities at his own expense. Existing utilities of record in the area affected by this contract may be shown in the drawings, however, if any pipe or conduit is encountered, the contractor shall determine their usage and arrange with the proper utility concerned for its removal or protection. The Contractor shall be held responsible for all damage to work installed by him or others that is caused by his work or by anyone employed by him. The Contractor shall utilize “UNDERGROUND SERVICE ALERT’ (USA) of Southern California (1-800-422-4133) to obtain marking of underground pipeline and utility locations. The contractor shall notify “USA” at least two working days in advance of beginning any excavation and/ or jacking operations. Utilities that are not subscribers or members of “USA” shall be notified separately and independently. To avoid unnecessary marking of utilities in the street and sidewalk areas, the Contractor shall specifically indicate those areas where underground utility information is needed using a temporary water based marking chalk (“AERVOE” brand or approved equal) with a visible life not to exceed three (3) weeks. Such markings shall be limited to only those areas where the Contractor’s operation could damage buried utilities. Unnecessary markings resulting from Contractor’s failure to identify only critical locations shall be removed by the Contractor at his expense. If the Contractor fails to properly and completely remove all unnecessary markings, the City will remove and bill the Contractor for all direct and indirect removal costs.

• PROJECT MEETINGS —

  The Contractor shall prepare for and attend the following project meetings:

  Pre-Construction Conference: Before the work begins, a conference will be held to review the preliminary progress schedule, to establish procedures for handling the required submittals and for processing applications for payment, and to establish a working understanding between the parties as to the project and the work. Present at the conference shall be the City, the Consultant, the Contractor, and the Contractor's Superintendent.

  Unless previously submitted to the City, the Contractor shall bring to the pre-construction conference copies of each of the following as appropriate:

  • Construction schedule
  • Timeline for submittals and allowances for the procurement of long lead items
  • List of submittals
  • Schedule of Values

  The City will preside at the preconstruction conference and will arrange for preparing an agenda, keeping the minutes and distributing the minutes to all persons in attendance.

  Progress Meetings (weekly): The City will schedule and hold on-site progress meetings weekly or as required by progress of the Work and with prior notification to Contractor which shall be attended by the Contractor. The City shall preside at the meetings and prepare minutes. The purpose of the meetings will be to review the progress of the Work, maintain coordination of efforts, discuss changes in scheduling, and resolve other issues which may develop. Contractor shall bring a separate three-week “look ahead” schedule to list upcoming work at each meeting. On a monthly basis, the Contractor shall bring an updated CPM construction schedule to reflect actual progress, or sooner if changes are planned for future activities. Any time changes are proposed to the CPM schedule, Contractor shall follow the requirements for submittal outlined in the Submittal and Record Drawings section for City’s approval.

  Post-Construction Conference: The City will schedule a post-construction conference to discuss and resolve unsettled matters. This conference shall be held after final punch-list items are complete and before final inspection of Work.

• AVAILABILITY OF FUNDS —

  The provisions of this Contract relating to payment for products or services shall become effective when funds assigned for the purpose of compensating the Contractor as herein provided are actually available to for disbursement. The City shall be the sole judge and authority in determining the availability of funds under this Contract. If any action is taken by the City, any state agency, Federal department or any other agency to suspend, decrease, or terminate its fiscal obligations under, or in connection with, this Contract, the City may amend, suspend, decrease, or terminate its obligations under, or in connection with, this Contract. In the event of termination, The City shall be liable for payment only for products provided or services rendered prior to the effective date of the termination, provided that such products or services were provided or performed in accordance with the provisions of this Contract.

• SMALL, MINORITY, AND WOMEN’S BUSINESS ENTERPRISES AND LABOR SURPLUS AREA FIRMS —

  REQUIRED FOR ALL FEDERALLY FUNDED AGREEMENTS. City of Pasadena and contractors may be subject to the equal opportunity requirements implementing Executive Order 11246, “Equal Employment Opportunity,” as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and as supplemented by regulations at 41 CFR part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor”, as well as 2 C.F.R. §200.321, “Contracting with small and minority businesses, women’s business enterprises, and labor surplus area firms.” Contractors shall be required to complete the applicable Equal Employment Opportunity forms and SBE/MBE/WBE/LSA forms included in the project specifications. Contractor shall also sign and submit a certification that declares all necessary affirmative steps were taken to assure that small and minority businesses, women’s business enterprises, and labor surplus area firms were used when possible, as outlined by 2 C.F.R. §200.321.

  • Equal Employment Opportunity Forms: Equal Employment Opportunity Forms | Federal Communications Commission (https://www.fcc.gov/enforcement/eb-eeo/equal-employment-opportunity-forms)
• PROTECTION OF WORK, MATERIALS AND EQUIPMENT —

  The Contractor shall bear all risk of loss or damage to the work until its final completion and acceptance by the City. In this connection, the Contractor shall be responsible for proper storage and handling of all materials, including those materials furnished by the City, and for the care of all work until such final completion and acceptance. The Contractor shall, at its own expense, promptly replace material damaged or lost during this period, and shall repair any portion of the work damaged during this period. If the Contractor neglects or refuses to do so, the City may do so at the Contractor’s expense. However, the Contractor shall not be responsible for damage exceeding five percent of the Contract amount from Acts of God as defined in California Government Code Section 4151, such as earthquakes in excess of magnitude 3.5 on the Richter Scale, provided such damaged work was done according to the Specifications. Contractor shall not sell, assign, mortgage, hypothecate or remove equipment or materials which have been installed or delivered, and which may be necessary for the completion of the work, without written consent of the General Manager.

• Addenda —

  If any person contemplating submitting a proposal of the items or services listed herein is in doubt as to the true meaning of any part of this RFP, he/she may submit a question through the City's eProcurement Portal Q&A section for an interpretation or correction thereof.

  Any interpretation or correction of City specifications will be made only by addendum, duly issued by the City representative(s) identified in this solicitation, above.  Addenda (if any) shall be made available on the City's eProcurement system, and sent to each vendor included on the "Followers" list in the City's eProcurement system.  A vendor's failure to address the requirements of any and all addenda may result in the response (proposal or bid, or alike) not being considered. If the City determines that a time extension is required for the proposal, the City will issue an addendum that will give the new submission date. The vendor is responsible to register on the City's eProcurement Portal and follow the project named Explorer Well Above-Grade Improvements WD-26-01 in order to be included in the "Followers" list in the City's eProcurement system to insure they receive all documents including addendums which are available as a download.

  The City reserves the right to change any part of these Instructions to PROPOSERS and Specifications any time prior to Deadline for Submissions. Any changes shall be in the form of addenda and will become a part of the Proposal documents and of the contract.

• CARGO PREFEREENCE ACT (CPA) —

  REQUIRED FOR ALL FEDERALLY FUNDED AGREEMENTS. Contractors shall comply with the CPA requirements as implemented by 46 CFR 381 in order to ensure a fair and reasonable participation by privately owned United States-flag commercial vessels in transporting cargoes which are subject to the Cargo Preference Act of 1954 and which are generated by U.S. Government Grant, Guaranty, Loan and/or Advance of Funds Programs Use of United States-flag vessels: The contractor agrees – To utilize privately owned United States-flag commercial vessels to ship at least 50 percent of the gross tonnage (computed separately for dry bulk carriers, dry cargo liners, and tankers) involved, whenever shipping any equipment, material, or commodities pursuant to this contract, to the extent such vessels are available at fair and reasonable rates for United States-flag commercial vessels. To furnish within 20 days following the date of loading for shipments originating within the United States or within 30 working days following the date of loading for shipments originating outside the United States, a legible copy of a rated, ‘on-board’ commercial ocean bill-of-lading in English for each shipment of cargo described in paragraph (b) (1) of this section to both the Contracting Officer (through the prime contractor in the case of subcontractor bills-of-lading) and to the Division of National Cargo, Office of Market Development, Maritime Administration, Washington, DC 20590. To insert the substance of the provisions of this clause in all subcontracts issued pursuant to this contract.”

• CONTRACTOR'S GUARANTEE —

  The Contractor shall warrant and guarantee the entire Work and all parts thereof, including that performed and constructed by subcontractors, and other employed directly or indirectly on and for the Work, against faulty or defective materials, equipment, or workmanship for a period of one (1) year from the date of Notice of Completion of the Work or such longer period of time as may be prescribed by law or by the terms of any special guarantee or warranty required by the Contract Documents. Should defects or failures develop or appear within the warranty period, Contractor shall, at its expense, rectify such defects and/or failures and make all replacements and adjustments that are required. Contractor hereby guarantees that all work required hereunder will be performed in good and workmanlike manner, and in strict compliance with and in conformity to the general conditions, supplementary conditions, drawings, specifications, technical specifications, appendices, and all other Contract Documents.

• WARRANTIES GUARANTEES —

  The Contractor shall transfer to the City the manufacturer's warranty or guarantee for each item delivered or installed under the Contract. Where applicable, the City shall be named as owner-beneficiary in any such warranty or guarantee. The Contractor shall ensure that each warranty or guarantee is in full force and effect from the date the City commences operation and use of the item. All such manufacturer's warranties or guarantees shall be in addition to the Contractor's warranty under this Contract. In addition to the above and any special guarantees required by the Detailed Specifications, the Contractor shall warrant that its work is fit for the City's particular purpose as indicated in the Specifications, fulfills all requirements of these Specifications, and is free from defects in materials, equipment, workmanship or installation. For a period of one two (2) years following the City's acceptance of the Work as provided in herein in this Specification, the Contractor shall repair or replace at its own expense any portion of the Work, including any material or equipment incorporated into the Work, that is defective or otherwise fails to conform to the above warranty or special guarantees. The City will notify Contractor of any such defect or nonconformity. Such notice will be given in writing, if possible, or by the means most practical under the circumstances. If the Contractor fails to correct the defect or other non-conformity within ten (10) days after receiving such notice, or in case of emergency demanding immediate action, then the City may make the necessary replacements or repairs and charge the Contractor the total cost of all labor, materials, equipment, administration and overhead required. If final payment has not been made, the City may withhold an amount for these costs; if the amount withheld is not sufficient, the City may recover any balance from the Contractor. The Contractor's performance bond shall remain in effect for a period of two (2) years after the date of acceptance of the work to cover the Contractor's warranties and guarantees as set forth above. The warranty period for each work order begins on the day when the retention is approved to be released.

• CONTRACT WORK HOURS AND SAFETY STANDARDS ACT —

  REQUIRED FOR FEDERALLY FUNDED AGREEMENTS IN EXCESS OF $100,000 AND INVOLVES THE EMPLOYMENT OF MECHANICS OR LABORERS. The Contractor shall comply with 40 U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations at 29 C.F.R. Part 5. See 2 C.F.R. Part 200, Appendix II(E). Under 40 U.S.C. § 3702, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard workweek is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. Further, no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous, or dangerous. Overtime requirements. No contractor or subcontractor contracting for any part of the contract work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed on such work to work in excess of forty hours in such workweek unless such laborer or mechanic receives compensation at a rate not less than one and one-half times the basic rate of pay for all hours worked in excess of forty hours in such workweek. Violation; liability for unpaid wages; liquidated damages. In the event of any violation of the clause set forth in paragraph (b)(1) of this section the contractor and any subcontractor responsible therefor shall be liable for the unpaid wages. In addition, such contractor and subcontractor shall be liable to the United States (in the case of work done under contract for the District of Columbia or a territory, to such District or to such territory), for liquidated damages. Such liquidated damages shall be computed with respect to each individual laborer or mechanic, including watchmen and guards, employed in violation of the clause set forth in paragraph (b)(1) of this section, in the sum of $27 for each calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment of the overtime wages required by the clause set forth in paragraph (b)(1) of this section. Withholding for unpaid wages and liquidated damages. The (write in the name of the Federal agency or the loan or grant recipient) shall upon its own action or upon written request of an authorized representative of the Department of Labor withhold or cause to be withheld, from any moneys payable on account of work performed by the contractor or subcontractor under any such contract or any other Federal contract with the same prime contractor, or any other federally-assisted contract subject to the Contract Work Hours and Safety Standards Act, which is held by the same prime contractor, such sums as may be determined to be necessary to satisfy any liabilities of such contractor or subcontractor for unpaid wages and liquidated damages as provided in the clause set forth in paragraph (b)(2) of this section. Subcontracts. The contractor or subcontractor shall insert in any subcontracts the clauses set forth in paragraph (b)(1) through (4) of this section and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime contractor shall be responsible for compliance by any subcontractor or lower tier subcontractor with the clauses set forth in paragraphs (b)(1) through (4) of this section. Records. The contractor or subcontractor shall maintain payrolls and basic payroll records during the course of the work and shall preserve them for a period of three years from the completion of the contract for all laborers and mechanics, including guards and watchmen, working on the contract. Such records shall contain the name and address of each such employee, social security number, correct classifications, hourly rates of wages paid, daily and weekly number of hours worked, deductions made, and actual wages paid. Access to Records. Records to be maintained under this provision shall be made available by the contractor or subcontractor for inspection, copying, or transcription by authorized representatives of the Department of Homeland Security, the Federal Emergency Management Agency, and the Department of Labor, and the contractor or subcontractor will permit such representatives to interview employees during working hours on the job.”

• OPERATIONS AND MAINTENANCE MANUALS —

  This Section includes the procedural requirements for compiling and submitting the manufacturers’ installation, operation and maintenance information and data (O&M Manuals) for mechanical, electrical and instrumentation equipment and systems. The individual Specifications Sections state for which equipment O&M manuals are required.

  Manual Submittals

  At approximately 75% construction completion, four hard copies of the final manuals shall be volumized as specified below and shall be submitted. The manuals shall be bound, labelled, and indexed as specified below.

  In addition to the hard-copy final manuals and within sixty days from approval of the manuals, an electronic format copy of each individual manual with no security password locks shall be submitted. The acceptable electronic formats for each final O&M manual shall include the following as it applies to the electronic format used for the manufacturer’s materials:

  • Text – Microsoft Word .doc or Adobe .pdf
  • Photographs - .jpg or .gif
  • Drawings – AutoCAD files .dwg and Adobe .pdf
  • Spreadsheets - Microsoft Excel .xls

  Electronic copies shall be submitted on a thumb drive labeled and indexed using a TOC link as specified below.

  Manual Level of Content

  Each manual shall include the level of content described herein. The manual for each piece of equipment shall be a separate document and shall at a minimum, include the following specific information as it appropriately applies to the equipment and or system provided.

  Manufacturer’s Manual: installation, operation, maintenance information and associated technical and engineering information in the form of table, figures, graphs and other technical illustrations including, but not limited to the following level of content:

  • All photocopies shall be clean and legible. No black lines or blacked out photos caused by poorly operating copy machines will be accepted.
  • Table of Contents for each manual provided.
  • Manufacturer’s installation, operating and maintenance instructions, parts list, illustrations and diagrams
  • Brief description of associated system and components, including all pertinent operating set points and parameters. Include start-up, break-in and routine normal operating instructions and sequences; regulation, control, stopping, and shutdown and emergency instructions; and summer, winter and any special operating instructions.
  • Start-up and decommisioning procedures.
  • Routine procedures and guide for troubleshooting; disassembly, repair and reassemble instructions; and alignment, adjusting, balancing and checking instructions.
  • Routine predictive and preventive maintenance procedures frequency, lubrication schedule and list of lubricants
  • Associated electrical and instrumentation wiring diagrams.
  • List of recommended spare parts and quantity.
  • Name, address and telephone numbers of local service representatives.
  • Equipment and component warranty including effective and expiration dates, identification number, description of warranty coverage and name and telephone number of contact person.
  • Nameplate Data for major equipment (i.e., driver and driven units) and other associated mechanical, electrical and instrumentation components provided with nameplate data.
  • Overview of System and description of unit or system and component parts. Identify function, normal operating characteristics and limiting conditions. Include performance curves, with engineering data and tests and complete nomenclature and commercial number of replaceable parts.
  • Panelboard Circuit Directories including electrical service characteristics, controls and communications and color-coded wiring diagrams as installed.
  • Sequence of operation by controls manufacturer.
  • Control diagrams by controls manufacture as installed.
  • Charts of valve tag numbers, with location and function of each valve, keyed to flow and control diagrams.
  • Test and balancing reports as specified.
  • Additional Requirements: As specified by individual product specification.

  Protocol for Binding and Labeling of Volumized Manuals

  Hard Copy Manuals: Each copy of the final approved hard-copy manual shall be bound, labeled and indexed as a volumized set in accordance with the following protocol:

  • A volumized set of manuals shall consist of and include one or multiple supplier manuals bound in new three-inch, white, clear view, 3 hole locking D-ring binders with inserted front and spine cover labeling; oil, moisture and wear resistant. Each 3-inch binder shall contain manuals such that each binder shall not be overfilled. Page size shall be standard 8-1/2-inch by 11-inch and oversized sheets shall be folded to the standard 8-1/2-inch by 11-inch page size.
  • Each 3-inch binder in each volumized set of manuals shall be provided with a Table of Contents that identifies the manufacturer’s name and equipment and or system(s) supplied and shall be indexed to the Contract Specification Section number and binder tab sheet number.
  • Sufficient binders as specified shall be provided to bind all manufacturers’ manuals and associated other materials. Divider tab sheets equivalent to Avery 11133 /11134 tab system or similar pre-labeled tab system shall be provided to separate each manufacturers’ manual from the other. The tab index section number shall correspond to the same section number as shown in the Table of Contents for the respective bound volume binder. Hand-written and slide-in tabs will not be accepted. The tab system used must be provided for all volumes.
  • Each binder shall be provided with a front and spine cover. The City will provide contractor with an electronic file that utilizes front cover and spine templates. Contractor should prepare covers and spine covers from this file utilizing Avery paper stock #89109 for the spine covers and should utilize the same weight of paper stock for the front covers or equivalent.

  Electronic Copy Manuals: Each CD shall be labeled utilizing an adhesive label to indicate the Project Name, Number and list of the Construction Specification Section Numbers and equipment titles contained in the CD. No handwritten CD or DVD labeling will be acceptable.

• NOTICE TO SURETIES —

  The Contractor shall notify its sureties and the carriers of the insurance furnished and maintained by him of any changes affecting the general scope of the Work or change in the Contract Price, and the amount of the applicable Bonds and the coverage of the insurance shall be adjusted accordingly. The Contractor shall furnish proof of such adjustment to the City.

• SAFETY MEASURES —

  The Contractor shall provide adequate safety measures and devices to prevent accidents, injury, or loss of life to the public and to workers, inspectors, and any persons whose duties bring them on the work. The Contractor shall comply with all orders and requirements of the California Division of Industrial Safety. The Contractor shall immediately install or provide any safeguarding or safety measures which the Division or the General Manager shall require. Without limiting the foregoing, in accordance with generally accepted construction practices the Contractor will be solely and completely responsible for conditions of the job site, including safety of all persons and property during performance of the work. This requirement will apply continuously and not be limited to normal working hours. Construction review of the Contractor’s performance by the City, its agents or employees, does not include review of the adequacy of Contractor’s safety measures at or near the construction site. Such construction review shall not relieve the Contractor of its obligations under this paragraph. The Contractor must comply with safety requirements issued by CAL/OSHA confined spaces, Article 108, #5157, #5158, #5159 and Pasadena Water and Power Department Safety Handbook Section I & II of Underground Distribution, when entering underground manholes. These requirements include, but not limited to: entry permits, air monitoring and ventilation, safety and rescue provisions. The Contractor and all his personnel must wear approved hard hats, clothing and equipment required on the jobsite. The Contractor shall employ workers who are qualified, experienced and well trained to work safely around or near energized electrical equipment. It is also a requirement of this contract that the contractor must provide his own electrical personnel who is qualified to monitor and supervise his workers while working inside the energized vault. Sanitation The Contractor shall provide all appropriate sanitary conveniences and shall remove the conveniences at the completion of the work.

• Copyright and Data Rights —

  An NFE is required by 2 C.F.R. § 200.315 to provide certain licenses with respect to copyright and data to the federal awarding agency. 2 C.F.R. § 200.315(b) provides to the federal awarding agency “a royalty-free, nonexclusive and irrevocable right to reproduce, publish, or otherwise use [any work that is subject to copyright] for federal purposes, and to authorize others to do so.” 2 C.F.R. § 200.315(d) provides to the federal government the rights to “obtain, reproduce, publish, or otherwise use” data produced under a federal award and to authorize others to do the same. Applicability When an NFE enters into a contract requiring a contractor or subcontractor to produce copyrightable subject matter and/or data for the NFE under the award, the NFE should include appropriate copyright and data licenses to meet its obligations under 2 C.F.R. § 200.315(b) and (d), respectively. Work that is subject to copyright, or copyrightable subject matter, includes any written reports or literary works, software and/or source code, music, choreography, pictures or images, graphics, sculptures, videos, motion pictures or other audiovisual works, sound and/or video recordings, and architectural works. Suggested Language The following provides a sample contract clause: “License and Delivery of Works Subject to Copyright and Data Rights” The Contractor grants to the (insert name of the non-federal entity), a paid-up, royalty-free, nonexclusive, irrevocable, worldwide license in data first produced in the performance of this contract to reproduce, publish, or otherwise use, including prepare derivative works, distribute copies to the public, and perform publicly and display publicly such data. For data required by the contract but not first produced in the performance of this contract, the Contractor will identify such data and grant to the (insert name of the non-federal entity) or acquires on its behalf a license of the same scope as for data first produced in the performance of this contract. Data, as used herein, shall include any work subject to copyright under 17 U.S.C. § 102, for example, any written reports or literary works, software and/or source code, music, choreography, pictures or images, graphics, sculptures, videos, motion pictures or other audiovisual works, sound and/or video recordings, and architectural works. Upon or before the completion of this contract, the Contractor will deliver to the (insert name of the non-federal entity) data first produced in the performance of this contract and data required by the contract but not first produced in the performance of this contract in formats acceptable by the (insert name of the non-federal entity).”

• QUALITY OF WORK —

  The provisions of Section 4-1.1 entitled "Materials and Workmanship" of the Standard Specification shall apply. In addition, any work deemed unacceptable by the Engineer, whether a cause is determined or not shall be repaired or replaced by the Contractor at its own expense.

• UNIQUE ENTITY ID (UEI) SAM.GOV —

  SAM REGISTRATION

  Prior to bid submittal date, the lowest responsive and responsible bidder must be verified to not be on the government-wide exclusions list for suspension or debarment. 

  Vendors seeking to register can register for free at the following link: https://sam.gov/content/entity-registration

  All federal financial assistance recipients must have a Unique Entity ID (UEI) number.

  As of April 4, 2022, DUNS Numbers will no longer be used by federal agencies. As part of a governmentwide initiative, the Office of Management and Budget (OMB), directed all federal agencies to complete their transition to the Unique Entity ID created in SAM.gov. This transition allows the government to streamline the entity identification and validation process, making it easier for entities to do business with the federal government for your company does not have a UEI, you can obtain one by visiting https://sam.gov/content/entity-registration.

  The SAM registration process may take several business days to complete. Therefore, the City recommends that the Bidder begin the registration process if bidder has not done so already.

  This proof must be submitted with the Bid. If you fail to submit this information with the Bid, the Bid may be deemed non-responsive.

• CLEANUP —

  The Contractor shall keep the site free from accumulation of waste materials, rubbish and debris at all times. Upon completion of the work, the Contractor shall remove from the site all tools, equipment, temporary structures, unused materials, concrete forms, scaffolding, rubbish and other materials belonging to the Contractor or used under its direction during construction, and shall leave the site broom clean, unless the General Manager specifies otherwise. In the event the Contractor fails to clean up as required by these Specifications, the City may perform such cleanup work at the Contractor’s expense; the Contractor and its sureties shall be liable for such expense.

• 2 CFR Parts 184 and 200 —

  Below is a Summary and an Executive Summary: Click Here for the Complete Document: https://public-inspection.federalregister.gov/2023-17724.pdf

  SUMMARY: 

  The Office of Management and Budget is revising the OMB Guidance for Grants and Agreements. The revisions are limited in scope to support implementation of the Build America, Buy America Act provisions of the Infrastructure Investment and Jobs Act and to clarify existing provisions related to domestic preferences. These revisions provide further guidance on implementing the statutory requirements and improve Federal financial assistance management and transparency. 

  SUPPLEMENTARY INFORMATION:

  Executive Summary

  The Office of Management and Budget (OMB) is revising its guidance in title 2 of the Code of Federal Regulations (2 CFR) to add a new part 184 and revise 2 CFR 200.322. The revisions implement the requirement for the Director of OMB to issue guidance to the head of each Federal agency to assist in the implementation of the requirements of the Build America, Buy America Act (BABA), Public Law 117-58, 135 Stat. 429, 70901-70927, Nov. 15, 2021. As required by BABA, the new part 184 of 2 CFR provides clear and consistent guidance to Federal agencies about how to apply the domestic content procurement preference (Buy This document is scheduled to be published in the Federal Register on 08/23/2023 and available online at federalregister.gov/d/2023-17724, and on govinfo.gov America or BABA preference) as set forth in BABA to Federal awards for infrastructure projects. See BABA 70915. For example, the new part 184 includes definitions for key terms, including iron or steel products, manufactured products, construction materials, and materials identified in section 70917(c) (section 70917(c) materials) of BABA. These definitions provide a common system for Federal agencies to distinguish between the product categories established under the statutory text in BABA. The new part also offers standards that define “all manufacturing processes” in the case of construction materials. The new part 184 also includes guidance for determining the cost of components of manufactured products. The part 184 text uses a modified version of the “cost of components” test found in the Federal Acquisition Regulation (FAR) at 48 CFR 25.003, which is used for Federal procurement. Using this approach for determining the cost of components of manufactured products in the context of Federal financial assistance aims to provide a consistent approach for industry, with only minor modifications which are explained in this document. The new part 184 also includes guidance on proposing and issuing Buy America waivers. For example, based on the statutory text of BABA, it restates the circumstances under which a waiver may be justified. The new part also includes guidance on the type of process that a Federal agency should implement to allow recipients to request waivers, including the process a Federal agency should follow in issuing proposed and final waivers. The revised provision in 2 CFR part 200 specifies that Federal agencies providing Federal financial assistance for infrastructure projects must implement the Buy America preferences set forth in 2 CFR part 184, as required under section 70914(a) BABA, as of the effective date of the guidance, unless specified otherwise. 

  Click Here for the Complete Document: https://public-inspection.federalregister.gov/2023-17724.pdf

• CONTRACTORS QUALITY CONTROL —

  The Contractor shall be responsible for providing quality control measures to assure that all work is done in accordance with the Contract documents and any product manufacturer’s recommendations.

  
  If, in the opinion of a City Inspector or Representative, the Contractor is not providing quality control, further repair work may be suspended in part or in whole. Repair work shall only be allowed to commence once the Contractor has demonstrated satisfactory improvement in quality control procedures and repair results.

• MEASUREMENT AND PAYMENT —

  Measurement and Payment shall be in accordance with the requirements of the Standard Specifications. Payment for items in the Bidder's Proposal, as further defined herein, shall include all compensation to be paid to the Contractor for furnishing tools, equipment, supplies, and manufactured articles, and for all labor, operations, and incidentals appurtenant to the items of work being described, as necessary to complete the various items of the Work in accordance with the requirements of the Contract Documents, including all appurtenances thereto, and including all costs of permits and cost of compliance with the regulations of public agencies having jurisdiction, unless said costs are specifically designated as to be paid by the City. No separate payment will be made for any item that is not specifically set forth in the Bidder's Proposal, and all costs therefore shall be included in the prices named in the Bidder's Proposal for the various Bid Items. The Bid Items are as described below:

  BID ITEM NO 1: MOBILIZATION, DEMOBILIZATION, INSURANCE, AND BONDS

  No measurement will be made for this item.

  Payment for mobilization, demobilization, insurance, and bonds will be made at the lump-sum price named in the Bidder's Proposal under Item No. 1, which price shall constitute full compensation for obtaining of all permits; moving onto the site all equipment; bonds and insurance; pre-construction site examination; contractor storage/staging areas, temporary buildings, and other construction facilities; temporary utilities; NPDES requirements, construction surveying; submitting show drawings and other submittals required, OSHA required notices and establishment of safety programs; implementing security requirements;  restoration of contractor lay-down areas; removal of equipment, utilities and facilities; final site cleanup; and submittal and City acceptance of all record drawings, warranty documents, and Operation and Maintenance manuals; all as required for the proper performance and proper completion of the Work.

  Progress payments for mobilization, demobilization, insurance, and bonds will be made based on an estimated percentage complete of the tasks included under this pay item. The total bid item price shall not exceed 10% of the total Contract Price. A maximum of 70% of this bid item price will be paid for mobilization and the remaining amount will be paid for demobilization.

  BID ITEM NO. 2: EXCLUSIONARY FENCING AND ADDITIONAL ENVIRONMENTAL PROTECTIONS

  No  measurement shall be made for this item.

  Payment shall be at the lump sum bid price as stated in the Bid Schedule under Item No. 2, which price shall constitute full compensation for work including but not limited to furnishing and installing exclusionary fencing and additional environmental protections as described in Section 8.7 of the Bid Specifications and in the appended Mitigation, Monitoring and Reporting Program.

  Progress payments for exclusionary fencing and additional environmental protections will be made based on an estimated percentage complete of the tasks included under this pay item.

  BID ITEM NO. 3: RETAIN QUALIFIED NATIVE AMERICAN MONITOR

  No measurement shall be made for this item.

  Payment shall be at the lump sum bid price as stated in the Bid Schedule under Item No. 3, which price shall constitute full compensation for work including but not limited to retaining a qualified Native American monitor to observe material excavated from the site as described in Section 8.7 of the Bid Specifications and in the appended Mitigation, Monitoring and Reporting Program.

  Progress payments for retaining a qualified Native American monitor will be made based on an estimated percentage complete of the tasks included under this pay item.

  BID ITEM NO. 4: SITE WORK

  No measurement will be made for this item.

  Payment for site work will be made at the lump-sum price named in the Bidder's Proposal under Item No. 4, which price shall constitute full compensation for work including but not limited to demolition, removal and disposal of existing pavement and bollards around the well head, pulverizing and reusing existing pavement where allowed, grading, overexcavation, backfill, engineered fill, compaction, mulch, aggregate base, asphalt paving, concrete curb and gutter, bollards, site piping and appurtenances including for irrigation, water service and drainage, drainage elements, and erosion control for project site areas excluding Explorer Road. 

  Progress payments for site work will be made based on an estimated percentage complete of the tasks included under this pay item.

  BID ITEM NO. 5: SITE FENCING AND GATES 

  Payment for site fencing and gates will be made at the lump-sum price named in the Bidder's Proposal under Item No. 5, which price shall constitute full compensation for work including but not limited to chain link (mini mesh) fencing, rolling gates, swing gate, post footings, and appurtenances.  

  Progress payments for site fencing and gates will be made based on an estimated percentage complete of the tasks included under this pay item.

  BID ITEM NO. 6: WELL BUILDING AND CONCRETE

  No measurement shall be made for this item.

  Payment for well building and concrete will be made at the lump-sum price named in the Bidder's Proposal under Item No. 6, which price shall constitute full compensation for work including but not limited to concrete foundation, slab, CMU walls, metal roof structure and roof deck system, roof hatches, roof access ladder, roof scuppers, downspouts, anchoring system, insulation, sidewalks, ramps, housekeeping pads, supports and anchors, doors, frames, hardware, louvers, exhaust fan, plumbing, and painting and coatings.

  Progress payments for well building and concrete will be made based on an estimated percentage complete of the tasks included under this pay item.

  BID ITEM NO. 7: WELL PUMP AND MOTOR

  No measurement shall be made for this item.

  Payment for well pump and motor will be made at the lump-sum price named in the Bidder's Proposal under Item No. 7, which price shall constitute full compensation for work  including well pump and motor with downhole appurtenances including air level system, column piping, column connectors, retainers, bearings, strainer, stilling well, fabricated steel discharge assembly, wellhead concrete pedestal, sole plate, anchoring, trimming existing casing and removal of existing concrete for connection to existing casing, trimming of existing tubing, connecting tubing and accessories, water flushing system, factory testing and certification, and manufacturer's field services including functional testing.

  Progress payments for well pump and motor will be made based on an estimated percentage complete of the tasks included under this pay item.

  BID ITEM NO. 8: PIPING AND ACCESSORIES

  Payment for piping and accessories will be made at the lump-sum price named in the Bidder's Proposal under Item No. 8, which price shall constitute full compensation for work including but not limited to exposed and buried piping, fittings, couplings, restraints, trenching, bedding, backfill, compaction, pipe encasement,  thrust blocks, connections to existing mains, pipe supports, accessories including pipe outlets, sand tester, water sampling assembly, and gauges, valves and appurtenances, flow meter, coatings and linings, hydrostatic testing and pipeline disinfection and testing. 

  Progress payments for piping and accessories will be made based on an estimated percentage complete of the tasks included under this pay item.

  BID ITEM NO. 9: WELL INSTRUMENTATION, METERS, CONTROL PANELS, ETC.

  No measurement shall be made for this item.

  Payment for well instrumentation, meters, control panels, etc. will be made at the lump-sum price named in the Bidder's Proposal under Item No. 9, which price shall constitute full compensation for work including but not limited to well pump instruments: magnetic flow meter, header pressure transmitter/switch, well level transducer; connection from switch gear to new transformer, conduits, conductors, VFD, well control systems, PLC control panel via fiber optic network, new radio/antenna, antenna pole/foundation, D29 instrumentation, switches, loop checks, testing, instrument configuration, and equipment/generator startup.

  Progress payments for well instrumentation, meters, control panels, etc. will be made based on an estimated percentage complete of the tasks included under this pay item.

  BID ITEM NO. 10: PWP TRANSFORMER PAD AND MANUAL TRANSFER SWITCH

  No measurement shall be made for this item.

  Payment for PWP transformer pad and manual transfer switch will be made at the lump-sum price named in the Bidder's Proposal under Item No. 10, which price shall constitute full compensation for work including but not limited to PWP fees and coordination, contractor materials and labor to construct the transformer, including concrete support pad, bollards, conduits and conductors. 

  Progress payments for the PWP transformer pad and manual transfer switch will be made based on an estimated percentage complete of the tasks included under this pay item.

  BID ITEM NO. 11: LIGHTING, GROUNDING SYSTEM, CONDUITS, CABLES, PULLBOXES, RACKS, ETC.

  No measurement shall be made for this item.

  Payment for lighting, grounding system, conduits, pullboxes, racks, etc. will be made at the lump-sum price named in the Bidder's Proposal under Item No. 11, which price shall constitute full compensation for work including but not limited to electrical and control conduits/wiring, building lighting, receptacles, handholes, grounding system, ground rods, conductors, accessories, and incidental power.

  Progress payments for lighting and grounding, conduits, pullboxes, racks, etc. will be made based on an estimated percentage complete of the tasks included under this pay item.

  BID ITEM NO. 12: ELECTRICAL MCC, SWITCHGEAR, SERVICE SWITCHBOARD

  No measurement shall be made for this item.

  Payment for electrical MCC, switchgear and service switchboard will be made at the lump-sum price named in the Bidder's Proposal under Item No. 12, which price shall constitute full compensation for work including but not limited to conduits and wiring from new PWP transformer to electrical MCC, switchgear, service switchboard, mini-power center including switchgear testing, VFD panel within room including AC unit, PLC control panels within electrical room, disconnect switches, interior and yard duct banks, conduits and wiring/conductors, required distribution equipment, variable frequency drive motor controller, circuit breakers, and the Power Supply Study. 

  Progress payments for electrical MCC, switchgear, and service switchboard will be made based on an estimated percentage complete of the tasks included under this pay item.

  BID ITEM NO. 13: EQUIPMENT START UP, PERFORMANCE TESTING AND TRAINING

  No measurement shall be made for this item.

  Payment for equipment start up, performance testing and training will be made at the lump-sum price named in the Bidder's Proposal under Item No. 13, which price shall constitute full compensation for work including but not limited to startup and performance testing of the new system and subsystems and training of owner staff.

  Progress payments for equipment start up, performance testing and training will be made based on an estimated percentage complete of the tasks included under this pay item.

  BID ITEM NO. 14: SHEETING, SHORING, AND BRACING

  No measurement shall be made for this item.

  Payment for temporary sheeting, shoring, and bracing will be made at the lump-sum price named in the Bidder's Proposal under Item No. 14, which price shall constitute full compensation for completion of planning, design, engineering fees, furnishing and constructing, and removal and disposal of temporary sheeting, shoring, and bracing, complete, as required under the provisions of any permits, and in accordance with the requirements of OSHA and the Construction Safety Orders of the State of California, pursuant to the provisions of Section 6707 of the California Labor Code.

  Progress payments for sheeting, shoring and bracing will be made based on an estimated percentage complete of the tasks included under this pay item.

  BID ITEM NO. 15 FIBER OPTIC SYSTEM

  No measurement shall be made for this item.

  Payment for the fiber optic system will be made at the lump-sum price named in the Bidder's Proposal under Item No. 15, which price shall include furnishing and installation of the fiber optic system including fiber cables, fiber optic enclosures, conduits, testing, and traffic control.

  Progress payments for fiber optic system will be made based on an estimated percentage complete of the tasks included under this pay item.

  BID ITEM NO. 16: FENCING AND GATE AT 978 KENT ST, ALTADENA ON PASADENA PROPERTY LINE

  No measurement shall be made for this item.

  Payment for site fencing and swing gate will be made at the lump-sum price named in the Bidder's Proposal under Item No. 16, which price shall constitute full compensation for work including but not limited to 6' high chain link fencing, swing gate, post footings, and appurtenances. 

  Progress payments for site fencing and gates will be made based on an estimated percentage complete of the tasks included under this pay item.

  EXPLORER ROAD WATER MAIN

  BID ITEM NO. 17: 12-INCH PIPELINE

  No measurement shall be made for this item.

  Payment for 12-inch pipeline will be made at the lump-sum price named in the Bidder's Proposal under Item No. 17, which price shall include furnishing and installation of zinc coated Class 52 ductile iron pipe, connections, fittings, appurtenances, including traffic control, surveying, potholing, trenching, shoring and bracing, disposal of excavated material, final paving, field testing, and all other items to complete in place.

  Progress payments for furnishing and installation of 12-inch pipeline will be made based on the linear feet unit price named in the Bidder's Proposal for the quantity of the Bid Item completed.

  BID ITEM NO. 18: 8-INCH PIPELINE

  No measurement shall be made for this item.

  Payment for 8-inch pipeline will be made at the lump-sum price named in the Bidder's Proposal under Item No. 18, which price shall include furnishing and installation of zinc coated Class 52 ductile iron pipe, connections, fittings, appurtenances, including traffic control, surveying, potholing, trenching, shoring and bracing, disposal of excavated material, final paving, field testing, and all other items to complete in place.

  Progress payments for furnishing and installation of 8-inch pipeline will be made based on the linear feet unit price named in the Bidder's Proposal for the quantity of the Bid Item completed.

  BID ITEM NO. 19: 4-Inch Blow Off and 2-Inch Air Release Valve

  No measurement shall be made for this item.

  Payment for furnishing and installing the 4-inch blow off and 2-inch air release valve will be made at the lump-sum price named in the Bidder’s Proposal under Item No. 19, which price shall include all labor, equipment, materials, including final paving and all other items per the Design Drawings.

  Progress payments for 4-inch blow off and 2-in air release valve will be made based on an estimated percentage complete of the tasks included under this pay item.

  BID ITEM NO. 20: SLOPE PROTECTION

  No measurement shall be made for this item.

  Payment for furnish and installation of slope protection will be made at the lump-sum price named in Bidder's Proposal under Item No. 20, which price shall include Class I RSP, fabric, and all other items to complete in place.

  Progress payments for slope protection will be made based on an estimated percentage complete of the tasks included under this pay item.

   

• Funding Source —

  This procurement is funded by: City of Pasadena. Vendors must submit all required document with their proposal.

• TRAINING —

  The Contractor, in conjunction with manufacturer's representatives, shall provide training on the operation and maintenance of the overall system including individual system components. The training sessions shall be conducted on the project site and shall be coordinated with the City. At a minimum, the Contractor shall commit a half-day of training and submit a training and lesson plan to the City for approval. The Contractor, the electrical subcontractor, and a qualified manufacturer's representative for each major piece of equipment as identified in the applicable technical specification sections shall be available for the half-day training session. The training should cover start up and shut down procedures as well as normal operating procedures. Training shall occur after startup and testing, on a separate day.

• CAAC Consultation - Class Deviation From the Federal Acquisition Regulation (FAR) Regarding Executive orders 14173 and 14168 —

  For Compliance with Federal Acquisition Regulations (FAR) Clauses and Deviations

  General Requirements
  All bidders or proposers must adhere to the following Federal Acquisition Regulation (FAR) clauses, including specified deviations. Bidder/Proposers should ensure their representations and certifications are completed and up to date in SAM.gov before submitting their proposal.

   

  Required Representations and Certifications  

  • Annual Representations and Certifications  
    - FAR 52.204-8 (JAN 2025) (DEVIATION FEB 2025)  
      - Bidder/Proposers must have their Annual Representations and Certifications updated in SAM.gov.  
      - No separate submission is required unless there are changes not reflected in SAM.  
      - The Government will review the Bidder/Proposer’s certifications directly in SAM.  
  • Bidder/Proposer Representations and Certifications for Commercial Products and Services  
    - FAR 52.212-3 (MAY 2024) (DEVIATION FEB 2025)  
      - Bidder/Proposers must ensure that their Representations and Certifications – Commercial Products and Commercial Services are current in SAM.  
      - If any part is not completed in SAM, the Bidder/Proposer must submit the relevant information with their bid.  
      - Certifications must align with all federal compliance requirements, including Buy American, small business status, and other regulatory matters.  

  Contract Terms and Conditions  

  • Commercial Products and Services  
    - FAR 52.212-5 (JAN 2025) (DEVIATION FEB 2025)  
      - The awarded contract will include all applicable statutory and executive order requirements.  
      - Bidder/Proposers must comply with all terms, including labor laws, environmental regulations, and cybersecurity requirements.  
  • Simplified Acquisitions (Other Than Commercial Products and Services)  
    - FAR 52.213-4 (JAN 2025) (DEVIATION FEB 2025)  
      - Applicable to simplified acquisitions outside of commercial product and service procurement.  
      - The contract terms will include relevant federal requirements for small purchases, including payment terms, delivery conditions, and compliance obligations.  

  Subcontracting Requirements  

  - FAR 52.244-6 – Subcontracts for Commercial Products and Commercial Services  
    - If the Bidder/Proposer intends to subcontract any portion of the work:  
      - Subcontractors must comply with all applicable FAR clauses.  
      - The prime contractor is responsible for ensuring subcontractor compliance with federal laws.  
    - The Government reserves the right to review and approve subcontractors for compliance.  

• SUBCONTRACTS —

  In addition to the information to be listed by the Bidder with the bid pursuant to Section 23, entitled "Subcontracts," of the Standard Specifications, the Bidder shall provide for each subcontractor listed a brief description of the work to subcontracted, (see the Subcontracting and Shoring Listing.) After bids have been received, no substitution of subcontractors in place of those listed in the bid or addition of subcontractors for work in excess of one-half of one percent of the total bid price will be permitted without the written consent of the City. The sole grounds for said consent shall be the exceptions listed in Chapter 4 of the Public Contract Code.

• MANUFACTURER'S SERVICES —

  Where required by the Standard Specifications or Supplemental Technical Specifications, manufacturer services shall be provided and coordinated by the Contractor at no additional cost to the City. The following requirements shall apply to manufacturer services.

  Manufacturer services shall be provided for the number of days required to obtain a fully functional system in accordance with the Contract Documents. No additional payment will be made for manufacturer services due to multiple trips or increased hours required to meet these requirements.

  Submittals

  • Qualifications of Manufacturer’s Representative performing specified services. The authorized representative of the manufacturer shall be factory trained, and experienced in the technical applications, installation, operation, and maintenance of respective equipment, subsystem, or system. Additional qualifications may be specified elsewhere. The representative shall be subject to acceptance by City. No substitute representatives will be allowed unless prior written approval by City has been given.

  • Where identified as a requirement, Manufacturer’s Certificate of Proper Installation of equipment shall be submitted. The form for Manufacturer’s Certificate of Proper Installation is provided at the end of this Section.

  Fulfillment of Specified Minimum Services

  Where manufacturers’ services are specified, furnish a manufacturer’s qualified representative. Where time is necessary in excess of that stated in the Specifications for manufacturers’ services, additional time required to perform the specified services shall be considered incidental work. Schedule manufacturer’s services to avoid conflicting with other onsite testing or other manufacturers’ onsite services. Determine that all conditions necessary to allow successful testing have been met before scheduling services. Only those days of service approved by Engineer will be credited to fulfill the specified minimum services.

  Where identified, manufacturer’s onsite services shall include as a minimum:

  • Assistance during product (system, subsystem, or component) installation to include observation, guidance, instruction of Contractor’s assembly, installation or application procedures.

  • Inspection, checking, and adjustment as required for product (system, subsystem, or component) to function as warranted by manufacturer and necessary to furnish written approval of installation.

  • Revisiting the site as required to correct problems and until installation and operation are acceptable to Engineer.

  • Resolution of assembly or installation problems attributable to or associated with respective manufacturer’s products and systems.

  • Assistance during functional and performance testing and startup demonstration, and until product acceptance by the City.

  • Completion of Manufacturer’s Certificate of Proper Installation (form enclosed at end of this section) with applicable certificates for proper installation and initial, interim, and final test or service.

  • Additional requirements may be specified elsewhere.

• TERMINATION OF CONTRACT —

  Section 6-5, entitled "Termination of Contract" of the Standard Specifications is modified to read: "City may terminate this contract in whole or in part at any time, for any cause or without cause, upon fifteen (15) calendar days written notice to Contractor." If the Contract is thus terminated by City for reasons other than Contractor's failure to perform its obligations, City shall pay Contractor a prorated amount based on the services satisfactorily completed an accepted prior to the effective date of termination.  Such payment shall be Contractor's exclusive remedy for termination without cause.

• EQUIPMENT TESTING AND STARTUP —

  Equipment testing and startup are prerequisites to satisfactory completion of the Contract requirements and shall be completed within the Contract times. The startup of the new facility should be considered a complex operation requiring the combined expertise of the Contractor, manufacturers' representatives, subcontractors, the Engineer, and the City. The Contractor shall be responsible for coordinating all parties for a successful startup. The Engineer and City will be available for technical and operational advice prior to and during startup. The tests shall start prior to midday on a Monday, Tuesday, or Wednesday. Testing periods and start up shall not include holidays, based on the City’s calendar.

  Submittals

  Submit the following:

  • Testing and Startup Plan: Not less than 60-days prior to startup, Contractor shall submit for review a detailed Testing and Startup Plan. The Plan shall include schedules for manufacturers' equipment certifications, schedules for submitting final City's Manuals, schedule for training the City’s personnel, list of supplier and Contractor-furnished supplies, electrical testing, and detailed schedule of operations to achieve successful system testing, startup, and performance and acceptance testing. The plan shall include test checklists and data forms for each item of equipment and shall address coordination with the City’s staff. The Contractor shall revise the plan as necessary based on review comments.

  • Records and Documentation

  A. Equipment Installation Certification: Where required by the specifications, submit documentation from manufacturer's representative that the equipment has been properly installed and lubricated, is in accurate alignment, is free from undue stresses from connecting piping and anchoring, and has operated satisfactorily under full load conditions.

  B. Records of testing and startup as indicated below.

  Startup Execution

  The following shall be completed before testing and startup begins.

  • Furnish all City's Operations and Maintenance Manual information to City as required by the Contract Documents.

  • Manufacturer's certifications of proper installation have been accepted.

  • Leakage tests, electrical tests, and adjustments have been completed.

  • The Engineer has approved the Contractor's Testing and Startup Plan.

  • Functional verification of the individual instrumentation loops (analog, status, alarm, and control) from the field devices to the workstation display screen.

  • Adjustment of the pressure switches, flow switches, timing relays, level switches, vibration switches, temperature switches, RTD monitors, pressure regulating valves, and all other control devices to the settings determined by the Engineer or the equipment manufacturer.

  • Functional verification of the individual interlocks between the field-mounted control devices and the motor control circuits, control circuits of variable-speed controllers, and packaged system controls.

  The City will provide water for startup. The Contractor shall furnish all other required materials.

  Functional Testing

  Functional tests shall consist of a test or tests in the presence of the City and Engineer to demonstrate that the installed equipment or system meets manufacturer’s installation and adjustment requirements and other requirements specified including, but not limited to, noise, vibration, alignment, speed, proper electrical and mechanical connections, thrust restraint, proper rotation, and initial servicing.

  Notify the Engineer and City at least 10 days prior to start of Functional testing. After individual equipment items have been tested and certified as required by the Technical Specifications, tests of systems comprised of single or multiple equipment items with appurtenant equipment and instruments and controls shall be conducted. All items of equipment shall be tested as part of a system to the maximum extent possible.

  The Contractor shall demonstrate the manual and automatic modes of operation to verify proper control sequences, software interlocks, proper operation of software logic and controllers, etc. Functional testing shall include the use of water as applicable, to simulate the actual conditions of operation.

  All functional testing activities shall follow the detailed test procedures and checklists in the Testing and Startup Plan. Completion of Functional testing shall be documented by a report.

  The Contractor shall system test the utility, safety equipment, and other support systems before testing the process system.

  The Contractor shall arrange for manufacturer's representative to revisit the site as often as necessary to correct malfunctions to the Engineer's satisfaction.

  Conduct functional testing until each individual component item or system has achieved 4 continuous hours of satisfactory operation. If any system malfunctions during the test, the item or equipment shall be repaired and the test restarted at time zero with no credit given for the elapsed time before the malfunction.

  Performance testing shall not commence until the equipment or system meets the Requirements of the functional testing.

  Performance Testing

  Performance tests shall consist of a test performed in the presence of the City and Engineer, and after completion of functional tests, to demonstrate and confirm that the equipment and/or system meets the specified performance requirements including, but not limited to, the design flow rate and pressure head.

  Notify the Engineer and City at least 10 days prior to start of performance testing.

  The Contractor shall start up the equipment and operate it for 7-day period. If any equipment item, subsystem, or system malfunctions during the test period, or fails to meet specified performance requirements, experiences excessive pump or compressor cycling, or alarms are generated, the item shall be repaired, and the test restarted at time zero with no credit given for the elapsed time before the malfunction.

  Defects in material or workmanship that appear shall be promptly corrected. Time lost for wiring corrections, control point settings, or other reasons which interrupt the test may, at the discretion of the Engineer, be cause for extending the test period an equal amount of time.

  Performance testing shall not begin until functional tests, all leakage tests, instrumentation tests and adjustments, electrical tests and adjustments, equipment field tests, disinfection, and system tests have been completed to the satisfaction of the Engineer.

  The Contractor shall furnish the services of manufacturer's representatives, if necessary, to correct equipment malfunctions.

  During performance testing and prior to final acceptance, the Contractor shall lubricate and maintain all equipment in accordance with the manufacturers' recommendations.

  Records of Testing and Startup

  The Contractor shall maintain the following during testing and startup and submit originals to Engineer prior to acceptance:

  • Lubrication and service records for each mechanical and electrical equipment item

  • Hours of daily operation for each mechanical and electrical equipment item

  • Equipment alignment and vibration measurement records

  • Logs of electrical measurements and tests

  • Instrumentation calibration and testing logs

  • Testing and validation of SCADA inputs, outputs, logic functions, status indications, and alarms

  • Factory and field equipment settings

  • Log of problems encountered and adjustments made

  • Other records, logs, and checklists as required by the Contract Documents

• CHANGES IN WORK OR QUANTITIES, EXTRA WORK —

  The City shall have the right to make changes in the work in order to accomplish the purpose of the project. Such changes will not void the Contract or release the sureties on any bonds given to ensure performance.

  No change in the work shall be made without a prior change order approved by the General Manager.  Unless such order is first obtained, the Contractor shall not be entitled to payment for extra work, material or other expenses in connection with the change.  However, if any such change reduces the cost of the work, the City shall be entitled to deductions from the contract price whether or not such change order is first obtained.

  The value of any extra work or materials caused by such changes shall be determined in one or more of the following ways to be selected by the General Manager:

  1. By an acceptable cost proposal from Contractor.
  2. By applicable prices specified in the Contractor's proposal.
  3. By actual necessary cost plus 15 percent for general superintendence, general expense, overhead and profit. The actual necessary cost will include all expenditures for material, field labor, insurance and supplies furnished by the Contractor.

  Contractor's cost for preparing a proposal shall not be considered part of any extra work and shall not be eligible for reimbursement.  Except as specifically provided above, the Contractor shall not be entitled to recover anticipated profit, lost profits, losses or damages of any nature in connection with any change in the work.

  Each change order shall be in writing and shall state:

  1. The original contract price, the maximum adjustment amount, and the original time for completion, and
  2. The increase or decrease in the Contract price and any change in the time for completion due to the change order.
• FINAL SITE CLEANUP —

  Contractor shall thoroughly clean, grade, sweep, wash and otherwise prepare structures, equipment and site for use in a complete and finished condition to the satisfaction of the City.

  Contractor shall remove temporary structures and debris, including dirt, sand, gravel, rubbish and waste material.

  Grease, dust, dirt, stains, labels, fingerprints and other foreign materials shall be removed from sight-exposed interior and exterior surfaces.

  Marred surfaces shall be repaired, patched, and touched up to specified finish, to match adjacent surfaces.

  Sidewalks and streets used to access the site shall be swept by a street or sidewalk cleaner as determined by the City. Other surfaces on site shall be rake cleaned. The City will not authorize final payment until the Contractor has removed rubble and debris from the street and adjoining work areas, including temporary storage and parking areas used by the Contractor.

  Storm drains, catch basins, gutters, and surface drainage ditches shall be thoroughly cleaned and restored by Contractor. Debris cleaned from gutters and ditches shall be removed from the lowest point, and not allowed to enter the City storm drains.

  Temporary utility drops, fencing, water supply outlets, barricades, tools, rubbish collection receptacles and other such items shall be removed by Contractor.

  The site shall be swept clean of all dust and debris. Marks, spillage or other effects of construction activity and equipment shall be cleaned and removed.

• INTENTION TO CLAIM PAYMENT FOR EXTRA WORK —

  If the Contractor is required to perform work for which the Contractor feels he is entitled to extra payment but for which no authorizing change order has been issued, the Contractor must submit a claim with the City within five (5) working days after commencing such work. Such claims may be approved for extra payment if the City determines extra payment is justified.

  Each claim must be submitted by filing a written Notice of Intention to Claim Payment for extra work.  The Notice must set forth a complete description of the work which extra payment is to be claimed, the date upon which such work commenced, and the reasons supporting the Contractor's contention that the Contractor is entitled to extra payment.

• EXPLORER ROAD WATER MAIN SPECIFICATIONS —

  In addition to the aforementioned requirements, the following requirements shall be applicable to Explorer Road water main work.

  1.      EXCAVATION, BACKFILL AND SHORING

  A. Excavation

  1) Excavations shall be supported in the manner set forth in the rules, orders and regulations prescribed by the Cal/OSHA – Safety & Health Division of the State of California Department of Industrial Relations. The successful Bidder shall submit a current copy of his/her OSHA permit to the Water and Power Department upon award of contract. Sheet piling and shoring shall be drawn in such manner as to prevent the caving in of the excavation. All voids caused by the removal of sheet piling and other timbers shall be filled in accordance with Sections 306 – 1.1.6 of "Standard Specifications for Public Works Construction". (“Greenbook”)

  2) The bottom of all excavations shall be inspected and approved before any water facilities and/or concrete is poured. If the proper soil is not reached at the depth shown, excavations shall be extended as directed by the General Manager or his/her authorized representatives.

  3) All trenches shall be excavated to the full figured width and depth indicated on the drawings and shall be perfectly flat on the bottom. Any excavation carried lower than the proper level by an error in the Contractor's work shall be filled with select backfill and the cost of such extra work shall be borne by the Contractor. Under no condition shall concrete be placed on filled ground except where specifically shown over mechanically tamped backfill.

  4) Payment for excavations shall be included at the lump sum paid for in the “Provide trench excavation, solid sheeting, shoring and bracing or equivalent method for protection of workers” bid item on the Bidder’s Proposal and shall include full compensation for all labor, equipment, materials, and incidentals necessary to complete the excavations as well as the cost of haul away and disposal of native material and no additional payment will be made therefor. All costs resulting from any excavation in excess of the trench width shown on Design Drawings shall be borne by the Contractor and no additional payment will be made therefor. As far as depth the Contractor should assume excavating per plans for providing costs in the Bidder’s Proposal. Where the depth is over 5 feet the Contractor will install the proper shoring as per section 8.34.1.C of these Specifications and consult with the General Manager or his/her authorized representatives.

  B. Backfilling

  1) All backfill where required shall be made in accordance with City of Pasadena, Public Works Department "Standard Trench Compaction Requirements," Drawing S-407, Sheets 1 and 2.

  2) The Contractor shall retain and pay for the services of a licensed geotechnical engineer to perform and evaluate soils compaction tests. These tests shall be performed with A.S.T.M. Specifications Nos. D-1556-64 and D-1557-78 and shall be performed at those locations designated by the General Manager or his/her authorized representatives. In general, one test location will be required each 200’-300’ of trench; however, job configuration may at times dictate a greater number of tests. Each test location will require compaction test at 0 to 12” below top of sub grade shall be compacted to 95% relative density, 12” to 18” below top of sub grade shall be compacted to 90% relative density and at the depth below 18” shall be compacted to a relative density of not less than 85%.

  3) The results of the soils compaction tests shall be submitted in duplicate by the foundation engineer directly to the General Manager and the City Engineer. If test results indicate that portions of the trench backfill do not meet the requirements of these Specifications, said portions shall be recompacted and additional soil tests shall be performed, all at the Contractor's expense.

  4) Backfill around structures shall be brought up uniformly on all sides. Backfill next to walls shall be done in such a manner that no damage to the structure will be done.

  5) If at any time the new water main is to cross under a sewer or have less than 10 feet of separation that portion of the trench will backfilled as per item #8 described below.

  6) Any soil required to be hauled in for backfilling shall be suitable material per the Greenbook which has been approved by the Inspector. Unsuitable material for backfill shall include, but not be limited to, vegetable or animal matter, metal, and rocks or lumps or material exceeding 3 inches in greatest dimension. No rocks or lumps of material larger than 2 inches in greatest dimension shall be permitted in the upper 18 inches of the trench.

  7) Surplus excavated material not required or approved for backfill shall be promptly removed and disposed of by the Contractor.

  8) The Contractor may not use any native material or imported material as backfill material and can only use slurry backfill in accordance with S-407 based on the following requirement:

  A) The trench may be backfilled using 1 sack slurry mix (controlled low strength material – clsm) as specified in Section 201-6 of the “Greenbook”.

  B) The slurry may be brought up to within 4 inches of finished street grade and then 4 inches of temporary asphalt concrete shall be placed and compacted to flush with the finish grade. Slurry material within the street structural section per S-416/S-417 must be removed prior to final paving.

  C) All excavated material must be hauled away from the site before the end of the work day.

  9) Payment for trench backfill shall be included at the unit price paid for in the bid items on the Bidder’s Proposal and shall include full compensation for all labor, equipment, materials, and incidentals necessary to complete the trench backfill and no additional payment will be made therefor. All costs resulting from any excavation in excess of the trench width shown on Design Drawings shall be borne by the Contractor and no additional payment will be made therefor.

  C. Shoring and Bracing

  Shoring and bracing shall be provided as required by Section 7-10.4.2 of the Standard Specifications and California Labor Code Section 6707. All shoring required during construction of the work shall be done to the entire satisfaction of the General Manager or his/her authorized representatives, but the Contractor must assume the responsibility of this work making good any damage caused by improper supports or failure of shoring in any respect.

  Before the Contractor begins any excavation, Contractor must submit, and the General Manager or his/her authorized representatives must approve and accept, Contractor's detailed plan showing the design of shoring, bracing, sloping or other provisions to be made for worker protection from the hazard of caving during such excavation.

  Payment for shoring and bracing shall be included at the lump sum price paid for in the “Provide trench excavation, solid sheeting, shoring and bracing or equivalent method for protection of workers” bid item in the Bidder’s Proposal and no additional payment will be made therefor.

  D. Bedding

  Pipe bedding material shall consist of imported crushed sands conforming to Section 306-1.2.1 of the Standard Specifications. Bedding shall be classified into the following types:

  Normal Bedding: Normal bedding shall be considered as replacement of the native material provided that the sand equivalent of the native material is not less than 30.

  Sand Bedding: Sand bedding will be required where the native material has a sand equivalent less than 30. The sand shall have a sand equivalent greater than 30 and shall be placed full trench width to a depth not less than one foot above the pipe, measured after the sand has been jetted into place. Natural sand must be free from organic matter, loam, or other substances detrimental to its use for the purpose of producing compacted backfill of the specified densities.

  Crushed Rock: Crushed rock bedding shall be placed, when in the opinion of the General Manager or his/her authorized representatives, the ground is insufficiently stable to support the pipe or structure. Rock bedding shall consist of sound crushed rock which will pass through a vibrating screen having a 2 1/2 inch square opening and not more than seven percent (7%) of which will pass through a screen having one inch square opening. It shall be carefully placed and sufficiently compacted by tamping or otherwise in a manner satisfactory to the General Manager or his/her authorized representatives so as to support without settlement of the pipe or structure placed upon it. The required depth below the required grade of the bottom of the pipe or structure and to such line will be ordered by the General Manager or his/her authorized representatives.

  Payment for bedding shall be included at the unit price paid for in the bid items on the Bidder’s Proposal and shall include full compensation for all labor, equipment, materials, and incidentals necessary to complete the bedding as well as the cost of haul away and disposal of any native material and no additional payment will be made therefor. All costs resulting from any excavation in excess of the trench width shown on Design Drawings shall be borne by the Contractor and no additional payment will be made therefor.

  2.      CONCRETE CONSTRUCTION

  The required concrete work shall be as shown on the drawings and/or as herein specified. All items in this section must comply with the requirements of Section 303-1 and 201 of Standard Specifications for Public Works Construction (“Greenbook”) including the Pasadena Supplements unless otherwise specified in the Supplementary Specifications.

  A. Forms

  B. Construction of Forms

  C. Removal of Forms

  D. Preparation of Surfaces

  E. Construction Joints

  F. Reinforcing Steel

  G. Mixing Concrete

  H. Proportions of Concrete Mixes:

  1) All reinforced concrete shall be guaranteed to have a minimum compressive strength at 28 days of 4,000 lbs. per square inch.

  2) Portland cement shall conform to the Standard Specifications for Portland Cement” (ASTM Designation C 150) and shall be of Type 1 or (III Hi-Early)

  3) Concrete aggregates shall conform to the “Standard Specifications for Concrete Aggregates” (ASTM Designation C33)

  4) Control of Water

  5) Placing of Concrete

  6) Tamping and Vibrating

  7) Curing

  8) Care and Repair of Concrete

  9) Finish of Concrete Surfaces

  Payment for concrete construction shall be included at the unit price paid for in the bid items on the Bidder’s Proposal and shall include full compensation for all labor, equipment, materials, and incidentals necessary to complete the Work.

  3.      “HIGH EARLY STRENGTH” PCC FOR CONCRETE PAVEMENT CONSTRUCTION

  The Contractor shall use high early strength concrete to construct concrete pavement unless otherwise specified in these Specifications. The concrete class shall be 660-A-4000. The new concrete shall be cured for a minimum of 72 hours.

  4.      WATER PIPELINE MATERIALS

  Payment for water pipeline materials shall be included at the unit price paid for in the bid items on the Bidder’s Proposal and shall include full compensation for all labor, equipment, materials, and incidentals necessary to safely complete the Work.

  1. General

  Pipe designated for use on the project shall be of the sizes indicated on the drawings and, except where otherwise shown or indicated, shall be of the following types:

  This section discusses the materials involved in water pipeline systems and associated construction activities. The materials selected have been chosen for their strength, durability, and ease of maintenance. All materials, unless specifically approved otherwise shall be domestic, new and unused. Anywhere “approved equivalent” is used shall mean approved by the City of Pasadena Water and Power Department (PWP) General Manager.

  All items to be furnished under any contract resulting from these Specifications shall be designed, constructed, manufactured, and tested to meet all of the applicable requirements of the latest version of AWWA standards, and NSF/ANSI-61 (including Annex G or NSF/ANSI-61 and NSF-372 requirements).

  Pipe shall be manufactured in accordance with ANSI/AWWA C151/A21.51 and ANSI/AWWA C150/A21.50 standards. Pipe shall be standard 18-foot or 20-foot nominal laying length. All pipe shall be zinc coated ductile iron pipe, Tyton Joint and cement – mortar lined – class 52.

  Zinc Coated Ductile iron pipe shall be cement-lined type II per ANSI/AWWA C104/A21.4. Exterior surface of pipe shall be coated with a bituminous coating per ANSI/AWWA C151/A21.51.

  The General Manager or his/her authorized representatives shall at all times have access to the manufacturing and test facilities, and the right to inspect work, and materials. The manufacturer shall furnish the General Manager or his/her authorized representatives with the reasonable facility for obtaining such information as he/she may desire regarding the progress of work, and character and quality of the material used. When requested by the General Manager or his/her authorized representatives, the manufacturer shall submit a certificate certifying that the product meets the requirements of these Specifications.

  2. Pipe Fittings – Unless noted otherwise, each fitting should be restrained to one full pipe length on both sides

  Mechanical Joints

  4” thru 12” class mechanical joint Class 350 fittings shall be produced in accordance with all applicable terms and provisions of ANSI/AWWA C153/A21.53 and ANSI/AWWA C111/A21.11. Fittings shall be lined and seal coated in accordance with ANSI/AWWA C104/A21.04 “Cement Mortar Lining for Ductile Iron Pipe and Fittings for Water” unless otherwise specified by General Manager or his/her authorized representatives.

  Mechanical Joint Accessories and Restraints

  Restraints for standardized mechanical joints shall be incorporated in the design of the follower gland and shall impart multiple wedging action against the pipe increasing its resistance as the pressure increases. The assembled joint shall maintain its flexibility after burial and shall maintain its integrity by controlled and limited expansion of each joint during the wedging action. Restraint glands shall be manufactured of high strength ductile iron conforming to the requirements of ASTM A536 Grade 65-45-12. Wedges shall be contoured to provide exact fit on the pipe, and shall be manufactured of ductile iron, heat-treated to hardness of 370 Bhn. Minimum dimensions of the gland shall be such that they can be used with the standardized mechanical joint bell and tee head bolts conforming to the requirements of ANSI/AWWA C111/A21.11 and ANSI/AWWA C153/A21.53 of the latest revision. Twist off nuts shall be incorporated in the design of the wedge activation screws to insure proper torque. The restraint shall have a rated working pressure of 350 psi in sizes 16” and smaller. The restraint shall be a Megalug Series 1100 or Uni-Flange series 1400 or an approved equal.

  3. Pipe Flanges

  4” thru 12” flanged fittings Class 350 shall be produced in accordance with all applicable terms and provisions of ANSI/AWWA C110/A21.10. Fittings shall be lined and seal coated in accordance with ANSI/AWWA C104/A21.04 “Cement Mortar Lining for Ductile Iron Pipe and Fittings for Water” unless otherwise specified by the General Manager or his/her authorized representatives.

  5. Gate Valves

  Valves 4” through 12” shall be resilient wedge type rated for 350 psi cold water working pressure. Valve body, bonnet, wedge, stuffing box and operating nut shall be constructed of ductile iron ASTM 536. Valves shall comply with the requirements of AWWA C515 standard except as modified and or augmented in these Specifications. Operating nut shall be 2” square nut unless otherwise specified.

  The valve wedge shall be ductile iron ASTM 536 encapsulated with a bonded in place nitrile rubber elastomer covering. Minimum thickness of the rubber seating area shall be ¼”. The wedge shall be symmetrical and be capable of sealing with flow in either direction.

  Stem and stem nut shall be made of high strength cast NDZ-S bronze ASTM B763, UNS C99550.

  Valves shall be provided with two nitrate rubber “O” rings above and one “O” ring below the thrust collar. The top two “O” rings shall be replaceable with the valve under pressure in the full open position.

  Valves shall be provided with thrust washers above and below the stem thrust collar to minimize operating torque. Material shall be delrin, nylon or stainless steel. The top thrust washer shall be replaceable with the valve under pressure in the full open position.

  All body to bonnet, bonnet to stuffing box and stem seal “O” rings shall be Nitrile rubber.

  All body to bonnet, bonnet to stuffing box and the cap screw that retains the operating nut shall be hex head bolts and nuts, type 18-8 ASTM 593 Group 1.304 stainless steel.

  A fusion bonded epoxy coating shall be applied to all internal and external ferrous surfaces and that even the boltholes and body-to-bonnet flange surfaces are fully epoxy coated, complying with AWWA C550.

  The fusion bonded epoxy coating material shall be (3M Company’s product Scotchote 134) or approved equivalent. Coating surfaces not be less than eight (8) mils thick.

  Prior to application of the coating, valve surfaces shall be thoroughly cleaned of all (i.e. oil, grease, wax etc.) by solvent washing or steam cleaning. Surface projections shall be removed and sharp edges rounded to assure proper application of the epoxy coating. Immediately prior to applying epoxy coating, all surfaces shall be blast cleaned to white metal.

  Valve ends shall be as indicated on the bid or plans and shall comply with the following requirements.

  Flange end shall conform to dimensions and drilling of Class 125 ANSI/AWWA C110/A21.1 Standard.

  Mechanical joint ends shall conform to dimensions of ANSI/AWWA C153/A21.53 Standard.

  Push-on ends (Tyton) type joint shall conform to dimensions of ANSI/AWWA C153/A21.53 Standard.

  Valves shall be American Flow Control, Clow, or an approved equivalent.

  6. Tapping Valves and Sleeves

  Tapping valves shall have one end mechanical joint. The other end shall have a flange, complying with ANSI B16.1 as last revised, to be bolted to the tapping sleeve. The tapping valve shall have oversized seat rings to allow for the operation of the tapping machine.

  All tapping sleeves will be used for tapping a water main under pressure for the purposes of taking off a branch water line. Tapping sleeves for ductile iron pipe shall have a minimum pressure of 175 psi. The side outlet of the tapping sleeve shall have a flange, complying with ANSI B16.1 as last revised, to which the tapping valve can be attached. Tapping sleeve manufactured by Mueller Model Number H615, or approved equal shall be acceptable.

  7. Small Valves and Accessories

  Valves and accessories 2” or under in diameter shall be as specified on the drawings or as follows:

  1) Air Valves shall be:

  a.) Apco Combination Air Valve (1 inch -143C,2 inch -145C)

  2) Corporation stops, curbs stops, and angle meter stops shall be as manufactured by J. Jones Company, or approved equal. Male thread inlets on buried stops shall conform to standard thread for underground service line fittings as set forth in AWWA Specification No. C 800-55.

  3) Valve Materials. Valves shall be so designed that no metal other than bronze or stainless steel shall come into contact with water, and the bronze shall contain no more than 5 percent zinc or more than 2 percent aluminum.

  8. Valve Can

  A) The Contractor shall install valve can and rim, sleeves, and valve operator extensions of the type indicated on the Standard Drawings at each valve location shown on the plans in accordance with the Standard Drawing S-207.

  B) Operator extensions and sleeves shall be centered and set plumb over the valve operator nut.

  C) Operator extensions shall be fitted with an AWWA 2-inch square operating nut and a tapered socket end for the valve operating nut. The extension shaft shall extend from the valve nut to within 12-inches of the finished ground surface.

  D) Operator extension shaft, nut, socket, and centering guide shall be painted with one coat of red after fabrication.

  E) The valve can and valve box shall be set flush with the finished pavement surface, as per Standard Plan Drawing G-910 and G-998.

  F) The valve box will be provided by the City and conform to Standard Plan Drawing G-1225.

  G) If the valve can installation is within an unpaved area, a 3-foot-square by 4-inch-thick concrete pad shall be formed around the valve box.

  5.      WATER PIPELINE INSTALLATION

  Payment for water pipeline installation shall be included at the unit price paid for in the bid items on the Bidder’s Proposal and shall include full compensation for all labor, equipment, materials, and incidentals necessary to safely complete the Work.

  1. General

  The proposed water mains and appurtenances shall be installed as shown on the drawings. Piping runs shown on the drawings shall be followed as closely as possible. If major relocations are required because of field conditions, they shall be approved by the General Manager or his/her authorized representatives.

  Proper and suitable tools and appliances for safe handling of pipes and fittings shall be employed. Care shall be exercised to avoid damage to pipe and fittings. All pipe and fittings shall be carefully examined by the Contractors for defects at the time of laying, and no defective pipe or fitting shall be installed. If a defect in the pipe is discovered after it has been installed, the General Manager or his/her authorized representatives may waive rejection on the condition that cradling or encasement is provided or other corrective measures are taken. All such work shall be done at the Contractors’ expense. At all times when the work of installing pipe is not in progress, all openings into the pipe and the ends of pipe in the trench shall be tightly closed. The Contractor shall take all necessary precautions to prevent the pipe from floating due to water entering the trench from any source, and assume the responsibility for any damage due to this cause and at his own expense restore and replace the pipe to its specified condition and grade if it is displaced due to water in the trench. The Contractor shall maintain the inside of the pipe free from foreign materials and in a clean condition until its acceptance by the General Manager or his/her authorized representatives.

  Each section of the pipe shall be accurately laid to the required line and grade and shall have a firm bearing for its full length except for a minimum distance at bell holes. All pipe laying and pipe joining procedures shall be in accordance with AWWA Specifications C600, except as specified herein.

  During construction, every effort should be made to keep the pipe, valves, and fittings clean and disinfected. Ends of pipes shall be covered to prevent water, debris, or vermin from entering. Joints of pipe in the trench shall be covered before work is completed each day. If pipes are laid and there is standing water in the trench, plugs must be in place until the standing water is gone.

  The proposed pipeline alignment is shown on the contract drawings. However, the Contractor shall make exploratory excavations (potholes) a minimum distance of 200 feet in advance of trenching to determine the exact locations and depths of all utilities crossing the alignment, and review, with the General Manager or his/her authorized representative, the pipeline profile so as to clear any obstructing substructures. Pipe joints shall be deflected to clear interference with obstructions or other utilities unless otherwise directed by the General Manager or his/her authorized representative.

  The Contractor shall furnish all plant, equipment, materials, transportation, superintendence, labor and workmanship necessary to install new class 52 zinc coated ductile-iron water pipe and copper service laterals at locations shown on the contract drawings and in accordance with these Specifications. The work shall include, but not be limited to traffic control, pavement marking, pavement saw-cutting and removal, utility potholing, excavation, cutting out and removal of conflicting existing pipe and fittings, installation of new pipe, fittings and couplings, slurry backfill, hydrostatic pressure testing, disinfection, temporary and permanent trench resurfacing and pavement restoration, restoring damaged pavement striping and markers, storm water control, disposal of excess materials, and all incidentals, as directed by the General Manager or his/her authorized representative.

    

  2. Installing Zinc Coated Ductile Iron Pipe and Fittings

  A) Plain Push-on Joints. After the socket and plain end of the pipe are wiped clean of all sand and dirt, the bell shall be scraped out to remove excess coating, if any.

  The gasket shall be carefully and completely seated in the bell socket. After the gasket is seated, lubricant shall be applied to the inner gasket face. Only lubricant supplied or otherwise approved by the pipe manufacturer shall be employed in the joint assembly.

  The spigot of the entering pipe shall be carefully centered on the bell end and the pipe section moved longitudinally to the proper position.

  Tools to be used in joining pipe shall be substantially in accordance with the pipe manufacturer’s recommendations.

  B) Restrained Joints. Pipe ends modified to provide restrained movement shall be joined in a manner similar to plain push-on joints. It is essential that pipe and fittings be kept level and in a straight alignment and that pipe sections be pulled together slowly to assure that the gasket and struts remain in proper position during joint assembly. After the spigot has entered the socket but before the struts engage determine the position of the gasket. When the gasket is correctly positioned, the spigot shall be eased into the socket until contact is made at the bottom of the socket and then retracted until the struts engage.

  C) Cutting Cast Iron and Ductile Iron Pipe. The cutting of cast iron pipe for inserting fittings or closure pieces shall be done by means of mechanical cutters such as Ellis Wheel or Reed cutters. The cutting of ductile iron pipe for inserting fittings or closure pieces shall be done by means of carborundum type wheel cutters. The use of cold chisel cuts and flame cutting of the pipe by means of an oxyacetylene torch will not be allowed. The pipe cuts shall be done in a neat and workman-like manner without damage to the pipe or cement lining and so as to leave a smooth end at right angles to the axis of the pipe.

  D) Field Protective Coating. The Contractor shall furnish all material, labor, and equipment required to field coat exposed buried valve bodies, flange and coupling bolts with Pipe Coating EC-244, as manufactured by Minnesota Mining and Manufacturing Company, or approved equal. Areas to be coated shall be thoroughly cleaned with a wire brush or other approved methods.

  E) Corrosion Protection.

  1) Zinc Coated Ductile iron pipe underground shall be protected against external corrosion by loose polyethylene sleeves in accordance with AWWA C105.

  2) Polyethylene encasement shall be in accordance with AWWA C105. Tears shall be repaired and joints made with double plastic tape wrap. Manufacturers shall be Tape for Tape Wrap: Polyken Pipeline Coatings, Polyken No. 910; The Tapecoat Company, Tapecoat CT; or equal.

   

  3. Installation of Valves

  A) General. Installation of valves shall be performed in accordance with the manufacturer’s recommendations and details shown on the drawings. Care shall be taken in handling the valves to prevent damage and insure proper installation. Where applicable, all valves shall be marked to correspond to the designation on the drawings. Care shall be taken to install the valves properly with respect to the direction of flow where applicable. The Contractor shall complete a gate valve slip for every valve installed, indicating size, type, and location of valve. These slips will be furnished to the Contractor by the General Manager or his/her authorized representatives.

  B) Air Release Valve Installations. The Contractor shall install air release valve at the locations shown on the plans. The Plans shall indicate the outlet station, the size, direction, and location of the air release valve assembly.

  The piping between the outlet valve and the ell on the air valve riser shall be a continuous up grade of ¼ inch per foot.

  A cement caulked joint with raised spigot end is required on the riser out of the ell if cast iron pipe is used. On 2-inch or less size air valves, all joints shall be seat welded with 95/5 solder unless shown as a screwed fitting. The riser shall be safe drawn copper, type “K”. The long axis of the valve shall be set parallel to the street. The valve, exposed riser, and guard posts shall be painted with two (2) coats of green paint.

  C) Combination Air Valve Installations. The Contractor shall install combination air valves at the locations shown on the plans. The plans shall indicate the outlet station, size, direction and location of the combination air valve assembly. The piping between the outlet valve and the ell on the air valve riser shall be at a continuous up grade of ¼ inch per foot. The long axis of the valve shall be set parallel to the street. The exposed vent pipe and guard posts, where used, shall be painted with a red primer coat of Rust-oleum No. 769 and two finish coats of Rust-oleum No. 1282 quick-drying green paint, or equal. The number and position of guards, when required, will be shown on the plans.

  D) Blowoff Valve Installations. The Contractor shall install blowoff valves at the locations shown on the plans in accordance with the Standard Drawing G-709. The plans shall indicate the outlet station, size, direction and location of the pumper outlet and manhole.

  The piping between the outlet valve and the pumper riser shall have a continuous downgrade of not less than ¼ inch per foot. Where blowoff manholes are placed in unpaved areas, the cover and rims shall be set one foot above the existing ground surface or as directed by the General Manager or his/her authorized representative. The manhole cover and rim shall be Alhambra Foundry A-1254, diamond thread finish and lettered WATER.

   

  4. Connections to Existing Water Mains.

  The new mains shall be joined to the existing mains as shown on the drawings. The existing water mains and all water services must remain in service during construction, and shutdown time will be limited to that period necessary to make the final connections to the existing water mains. The Contractor shall notify the General Manager or his/her authorized representatives forty-eight (48) hours prior to making connections to the existing mains. The time of making the connections shall be subject to the approval of the General Manager or his/her authorized representative, and in no event shall the existing pipeline be out of service for more than four hours.

   

  6.      FIELD HYDROSTATIC TESTING:

  The Contractor shall conduct pressure and leakage tests on the main as per Section 5 of AWWA Standard C600-17. The maximum length of pipe that may be pressure tested at any one time is 1200 feet. The only time an exception may be considered, at the discretion of the General Manager or His/Her authorized representative, is if at 1200 feet the location for the test is not reasonable and a proper location is within 100 feet or less. The hydrostatic test pressure shall be applied for 24 hours before the test begins to allow for the lining material to absorb as much water as possible. The source of potable water used for pressure testing shall be flushed prior to its use to ensure that contaminants or debris are not introduced into the new pipe.

  The Contractor shall submit a “field hydrostatic testing, flushing and disinfecting” plan and shall have that plan approved by the General Manager or his/her authorized representative prior to initiating the Work.

  When conducting the test, the water pressure should be raised (based on the elevation at the lowest point in the line) to a level such that the test is subjected to 1.5 times the normal operating pressure or 150 psi whichever is greater. The test pressure should be maintained for at least 2 hours and shall not vary by more than ±5 psi (34.5 kPa) for the duration of the test. Test pressure may be maintained within this tolerance by adding makeup water through the pressure test pump into the pipeline. No pipe installation will be accepted if the quantity of makeup water is greater than the calculated value using the formula in Section 5.2.1.4 of AWWA Standard C600-17.

  Subsequently, the pipeline should be carefully inspected for evidence of leakage. If the first test fails, the Contractor shall make all the necessary corrections to correct the deficiencies and repeat the tests until they pass.

  Payment for field hydrostatic testing shall be included at the unit price paid for in the bid items on the Bidder’s Proposal and shall include full compensation for all labor, equipment, materials, and incidentals necessary to safely complete the Work.

   

  7.      FLUSHING AND DISINFECTING

  The Contractor shall install all connections (chlorine risers) required for chlorinating the mains. When the main has satisfactorily passed the pressure and leakage test, the General Manager or his/her authorized representatives shall authorize the Contractor to begin flushing and chlorinating of the completed main as per AWWA Standard C651-14. The maximum length of pipe that may be disinfected at any one time is 1200 feet. The only time an exception may be made, at the discretion of the General Manager or His/Her authorized representative, is if at 1200 feet the location for the test is not reasonable and a proper location is within 100 feet or less.

   

  The disinfection of the new main and sample collection shall be performed by properly licensed and certified personnel. The Contractor must first seek approval by the General Manager or his/her authorized personnel of the Subcontractor used for the disinfection and sample collection activities. The Contractor shall submit a “field hydrostatic testing, flushing and disinfecting” plan and shall have that plan approved by the General Manager or his/her authorized representative prior to initiating the Work.

   

  The following steps shall be taken for flushing and disinfecting the new water main:

  A. Before the main is chlorinated, it shall be flushed to remove particulates. The flushing velocity in the main shall not be less than 2.5 feet per second (ft/s).

  B. Disinfection will be achieved by a continuous-feed method of sodium hypochlorite through a chemical-feed pump designed for feeding chlorine solutions. Water supplied from a temporary, backflow-protected connection to the existing distribution system shall flow at a constant, measured rate into the newly installed water main. The concentration of chlorine shall be 100 to 150 milligrams per liter (mg/L) for 24 hours. The concentration shall not have decreased more than 10 mg/L during that 24-hour period. If the chlorine concentration decreases more than 10 mg/L, than the chlorination process must be repeated. If the test fails twice, the facility must be drained and the source of problem identified and eliminated, before reinitiating the chlorination process.

  C. After disinfection, the main shall be flushed with at least one volume of water. Flushing should continue until all super-chlorinated water has been replaced. This water must be dechlorinated prior to discharge as described in Section 3.17 of this Specification.

  D. The water in each disinfected facility shall be tested after 24 hours for Total Coliforms and Escherichia coli (TC/EC) for presence/absence by chromogenic substrate test (Standard Method 9221), Heterotrophic Plate Count (HPC) using the Pour Plate Methods with Plate Count Agar (Standard Methods 9215B), and pH. The approved Subcontractor will collect the water samples and deliver them to a designated test laboratory under chain-of-custody documentation. The sample result must be TC/EC absent (negative), have an HPC density of less than 500 cfu/mL, and have a pH of 6-8. If all three tests are acceptable a second set of samples is taken after an additional 24 hours have passed and all three tests are repeated. In addition:

  1) If the 24-hour and 48-hour samples produce acceptable results for all three tests, the facility is disinfected and can be operated.

  2) If one set of samples fails to produce acceptable results for all three samples, then steps 3 and 4 above must be repeated.

  3) If the 24-hour and 48-hour samples fail to produce acceptable results for all three samples, then steps 1 through 4 above must be repeated.

  Payment for flushing and disinfecting shall be included at the unit price paid for in the bid items on the Bidder’s Proposal and shall include full compensation for all labor, equipment, materials, and incidentals necessary to safely complete the Work.

  8.      DAILY REPORTS

  The Contractor shall keep the General Manager or his/her authorized representatives informed on their progress on a daily basis. The superintendent shall fill out a daily report listing the crew size, equipment, work accomplished, and any other remarks which may be relevant to the job. As-built drawings will also be submitted daily. The forms will be submitted to the on-site inspector and picked up daily by the General Manager or his/her authorized representatives.

  9.      FINAL CLEANING

  The Contractor shall at all-time keep the premises free from the accumulation of waste materials and rubbish caused by the Contractor's or subcontractor's employees or operation.

  Upon completion of the work, the Contractor shall remove from site all tools, equipment, buildings, temporary structures, unused materials, concrete forms, scaffolding, rubbish and other light materials belonging to him/her or used under his direction during construction, and shall leave all work clean, unless specified otherwise. In the event of failure of the Contractor to so remove all materials and rubbish, the same may be moved by the City at the expense of the Contractor, and his sureties shall be liable therefore.

  10.   As-Built Drawings, and Gate Cards

  The Contractor shall furnish a final full size set of as-built blue line prints for use in preparation of as-built drawings by the General Manager or his/her authorized representatives. The as-built prints shall be a record of the construction as installed and completed by the Contractor. They shall include all of the information shown on the contract set of drawings and a record of all deviations, modifications, or changes from those drawings, however minor, which were incorporated into the work, all additional work not appearing on the contract drawings, and all changes which were made after final inspection of the contract work. In the event the Contractor accomplishes additional work changes the as-built conditions of the facility after the submission of the as-built drawings, the Contractor shall furnish revised and/or additional drawings as required to depict as-built conditions. The requirements for these additional drawings will be the same as for the as-built drawings included in the original submission.

  The Contractor shall also complete gate valve cards furnished by the City for every gate valve and fire hydrant installed by the Contractor. The gate valve cards shall be furnished at the completion of the Work.

  11.   STREET REPAVING AND REPAIRS

  Payment for street repaving and repairs shall be included at the unit price paid for in the bid items on the Bidder’s Proposal and shall include full compensation for all labor, equipment, materials, and incidentals necessary to safely complete the Work.

  12.   REPAVING

  A. Repaving

  All temporary and permanent paving required by the plans and/or Specifications shall be a part of this contract and shall be done in accordance with the Standard Specifications for Public Works Construction including City of Pasadena Special Provisions, and Standard Plan Drawings 134-1 as included in these Specifications.

  It is presumed that the paving depth in Karl Johnson Way and Explorer Road varies in depth.

  When working in Karl Johnson Way the total depth of the asphalt concrete restoration will be 4 inches. Where there is concrete the total depth of the restoration will be 6 inches.

  B. Restoration of Surface Improvements

  Before permanent restoration of pavement, the existing edge (“T” Section) to be joined shall be cut and trimmed to a minimum of one foot from the trench edge and shall be a smooth, straight, uniform edge or a saw cut edge with no appreciable sluffing of base or subgrade along the face of the joint. If areas of existing pavement adjacent to the trench are not planned to be resurfaced, a bituminous paving joint shall be a butt joint with hot paving grade liquid asphalt applied to the joint.

  In so far as practical, all pavement cuts shall be made at right angles or parallel to the nearest edge of pavement. If a utility trench in bituminous pavement falls within three (3) feet of the edge of pavement, the General Manager or his/her authorized representative may require any pavement between the trench and the gutter to be removed and replaced. If several new trenches occur in the same general area, or if a new trench occurs in an area where previous trench restorations are evident, the General Manager or his/her authorized representative may require additional pavement removal.

  Asphalt concrete pavement restoration shall conform to Pasadena Standard Plan S-416. The existing wearing course is rubberized asphalt concrete that must be replaced in kind.

  Concrete pavement shall conform to the provisions of Standard Drawing S-417 and Section 302-6, entitled "Portland Cement Concrete Pavement" of the Standard Specifications.

  When steel plates are used to cover any concrete paving, the Contractor shall not leave asphalt stains on the concrete pavement around the steel plates by using 30 or 60 grit silica sand spread on P.C.C. pavement prior to placing hot mix asphalt to eliminate the bond between asphalt and concrete. The Contractor shall remove any residual asphalt stains left on concrete pavement after construction.

  Bidder understands that time is of the essence in the performance of the work and unless otherwise specifically permitted by the General Manager or his/her authorized representatives, agrees to complete all final paving within ten (10) working days after trenches have been backfilled.

  13.   DEFECTIVE MATERIALS

  All materials not conforming to the requirements of these Specifications are to be considered as defective and all such materials, whether in place or not, shall be rejected and shall be removed immediately from the site of the work, unless otherwise permitted by the General Manager or his/her authorized representatives. No rejected materials, the defects of which have been subsequently corrected, shall be used until approval has been given. Upon failure on the part of the Contractor to comply forthwith with any order of the General Manager or his/her authorized representatives; made under the provisions of this article, the General Manager or his/her authorized representatives shall have the authority to remove and replace defective material and to deduct the cost of removal and replacement from any monies due or to become due the Contractor.

   

Submission Requirements

• Acknowledgements
• Acknowledgement (required) —

  By submitting this bid the Bidder hereby certifies under penalty of perjury of the laws of the State of California that all representations made in the documents that comprise the proposal for Explorer Well Above-Grade Improvements WD-26-01 due on Thursday, April 30, 2026 are true and correct to the best of my knowledge at the time of the proposal’s submission.

  By confirming, the bidder acknowledges the following:

  • We have reviewed and agreed to all of the documents contained in this solicitation and understands that the City will not be responsible for any errors or omissions on the part of the vendor in making up this bid or proposal.
  • The representations herein are made under penalty of perjury.
  • We hereby offer to sell the City of Pasadena the materials, products, and/or services at the prices shown and under the terms and conditions included hereon or attached or referenced.
• Confirmation, if You are the Recommended Company (required) —

  Subsequent to the closing of this solicitation, but prior to contract award, the recommended vendor will be required to provide the following documents within 10 calendar days of being notified, otherwise the submitted proposal may be deemed non-responsive.

  Please confirm that you will provide the following per these instructions.

  • Request for Tax Payer Identification Number and Certification (IRS Form W-9)
  • Pasadena Business License
  • Any Required Licenses or Certifications

  • All Insurance Required by this Solicitation (If Required)

• Time of Completion (required) —

  By submitting a response, Bidder agrees to commence work within fifteen (15) calendar days from the date of issuance of a Notice to Proceed and proposes and agrees to have all work completed within 260 Working Days after contract time commences.

• Forms
• AA1; AA2; AA3; Signature & Legal Status; and Declaration of Non-Collusion (required) —

  If your submittal does not include all of the below items, it may be deemed non-responsive.

  • Each Bidder must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless Bidder has an approved form on file with the City. (Copy attached)
  • Form AA-2 is required to be submitted for projects involving labor or services in excess of $25,000. (Copy attached)
  • Form AA-3 is Optional. (Copy attached)
  • A completed and signed "Declaration of Non-Collusion." (Copy attached)
  • Signature Page and Legal Status (Copy attached)
• Subcontractor Listing/Shoring Design —

  Please download the below documents, complete, and upload.

• Technical Questionnaire Form —

  This form is only required for the purchases of technology at $5,000 or more. If selected, proposers will be required to complete the Pasadena Department of Information Technology Technical Questionnaire. The questionnaire is included in the #Attachments. When completing the questionnaire, please note:

  • Section 4.0 must be completed for externally hosted/SAAS applications; and
  • Section 5.0 must be completed for City hosted/on-premises software
• Data Security for Printers/Copiers/Scanners (required) —

  In order to comply with the section named “Data Security for Printers/Copiers/Scanners,” My company will:

• Relevant Experience Form (required) —

  Please download the below documents, complete, and upload.

• Qualifications
• Bid Security Verification (required) —

  Please enter your Bid Bond information from Surety2000 below.

  Electronic Bid bond is required. Bidders must submit all required information for the city to verify the bond with their bid. The bond must meet the following requirements and characteristics: A 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.

   

  Please enter your Bond IDand your Vendor ID from Surety2000for this Solicitation (Project ID: 2026-IFB-LM-0081).

  Bid Bond Instruction:

  Here is what you should provide your 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

• Copy of Required License(s) or Certification(s) (required) —

  Please upload a copy of your: Class A - General Engineering Contractor, and Class C-10 - Electrical Contractor

• California State Licensing Board Number (required) —

  Please enter your license number with the CSLB for: Class A - General Engineering Contractor, and Class C-10 - Electrical Contractor

• California Department of Industrial Relations Registration (required) —

  Solely for the purpose of verification. Please enter your Public Works Contractor Registration Number. This will be verified against the state database for the Department of Industrial Relations Registration.

  In 2014, the California legislature enacted several laws impacting public works contracting. Senate Bill 854 (SB 854) creates changes in the way DIR monitors prevailing wage requirements. All contractors and subcontractors must register with the DIR and meet DIR requirements before bidding on public works contracts in California. No contractor or subcontractor may be awarded a contract for public work or public works project unless registered with the DIR.  

  Public Work Contractors/Subcontractors can register with the DIR at 

  https://services.dir.ca.gov/gsp?id=dir_contractors&table=x_cdoi2_letf_core_contractor_lookup&filter=&spa=1&p=1&o=contractor_last_name&d=desc

   

• DIR Registrations (required) —

  Please upload a copy of all required DIR registrations for the prime and all subcontractors.

  In 2014, the California legislature enacted several laws impacting public works contracting. Senate Bill 854 (SB 854) creates changes in the way DIR monitors prevailing wage requirements. All contractors and subcontractors must register with the DIR and meet DIR requirements before bidding on public works contracts in California. No contractor or subcontractor may be awarded a contract for public work or public works project unless registered with the DIR.  

  Public Work Contractors/Subcontractors can register with the DIR at www.dir.ca.gov/Public-Works/.

• Federal Requirements
• CERTIFICATION REGARDING LOBBYING (required) —

  Please download the below documents, complete, and upload.

• Federal Required Certification (required) —

  Please download the below documents, complete, and upload.

• Unique Entity Identifier (required) —

  Please download the below documents, complete, and upload.

• HUD REQUIREMENTS
• HUD Federal Forms (under $200k) (required) —

  In addition to the items listed above, the following list is provided for the convenience of both you and the City and to help eliminate errors and omissions which may render your bid unacceptable. The following forms are required to be submitted with your bid: https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/HUD-Federal-Forms-under-200k.pdf?v=1674593673378

  HUD Federal Forms (under $200k)

  • Worker’s Compensation Certification
  • Federal Lobbyist Certification
  • Past Performance Certification
  • List of Proposed Subcontractors
• HUD Federal Forms (Over $200k) (required) —

  In addition to the items listed above, the following list is provided for the convenience of both you and the City and to help eliminate errors and omissions which may render your bid unacceptable. The following forms are required to be submitted with your bid: https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/HUD-Federal-Forms-over-200k.pdf?v=1674593673378

  HUD Federal Forms (Over $200k)

  • Worker’s Compensation Certification
  • Federal Lobbyist Certification
  • Past Performance Certification
  • List of Proposed Subcontractors
  • Section 3 Business Concern
  • Business Concern Affirmation
  • Notice of Section 3 Commitment
  • Section 3 Economic Opportunity Plan
• Active SAM Registration (required) —

  All bidders must provide a copy of their Active SAM Registration with their bid.

• Funding
• How is this Procurement Funded? (required) —

  Select a general funding source

• Confirm requirements from the Grantor are Satisfied (required)
• Please include the full name of the funding agency (not the program): (required) —

  For Example: "Homeland Security"

• Amount of Award from HUD was: (required) —

  This amount is the dollar value of the award from HUD. Contact Housing if you have questions.

• Additional Federal Attachments (required) —

  Below is a list of potential attachments that may or may not apply to your procurement.  Please review the attachments in the section named "Attachments" to ensure they are relevant and appropriate.

• Federal-Aid Project No. (required) —

  Do not erase the text below. Enter the number after the text that reads "FEDERAL-AID PROJECT NUMBER:"

• Setup & Requirements
• Does this procurement include buying a public work? (required) —

  "Public Work" as defined by the State of California: Construction, alteration, demolition, installation, or repair work done under contract and paid in whole or in part out of public funds. It can include preconstruction and post-construction activities related to a public works project.  For additional information on SB 854 please refer to the following link: www.dir.ca.gov/public-works/PublicWorksSB854FAQ.html

• Does this procurement include any of the following (check all that apply)
• Has DoIT approved your specifications? (required)
• Has BSFMD approved your specifications?
• Type of Technology Included (required) —

  Goods/Equipment, Services, SAAS, Printers, Copiers/Scanners)

• Specify a Project Completion in Working Days? (required) —

  A section will be inserted into the solicitation to indicate a specific amount of Working Days within which the project must be completed.  This is typical on projects with a start- and end-date.

• Number of Working Days (Monday through Friday) Required to complete the Project (required) —

  Please enter a number only to represent the number of working days (Monday through Friday) within which the contractor must complete the work/project.

• Include Liquidated Damages? (required)
• Liquidated Damages Per Day (required) —

  Enter a full dollar amount with a dollar sign. For example: $500.00

• Include a license or certification requirement? (required)
• Required License or Certification: (required) —

  Please enter the specific License or Certification required to be eligible to compete on this solicitation. For example, "C33 - Painting and Decorating, OR Class A – General Engineering with Asbestos Certification, OR class B – General Building with Asbestos Certification".

• Is this a License from the State of California Licensing Board? (required)
• Is experience required to be eligible to compete on this solicitation? (required) —

  If the "Experience is Required" option is selected, a form will be added to capture the experience you require.

• Bonds
• Include a bid bond requirement? (required) —

  An electronic Bid Bond, or Bid security is submitted by all bidders in the amount of five percent (5%) of the total bid price in the form of cash, cashier's check, money order or surety bond, meeting City requirements, must accompany all bids.

• Labor & Materials Bond Required (required) —

  4.08.140 - Bonds or security required when: All such contracts or purchase orders shall require adequate security for the faithful performance of the contract in a form approved by the city attorney. In addition to a faithful performance bond or other security, contractors who furnish both labor and material shall furnish a contractor's bond satisfactory to the city in an amount not less than 50 percent of the value of the contract. The director of finance may waive the requirement of a faithful performance bond when in his opinion such waiver will not be detrimental to the city.

• Performance Bonds Required (required) —

  4.08.140 - Bonds or security required when: All such contracts or purchase orders shall require adequate security for the faithful performance of the contract in a form approved by the city attorney. In addition to a faithful performance bond or other security, contractors who furnish both labor and material shall furnish a contractor's bond satisfactory to the city in an amount not less than 50 percent of the value of the contract. The director of finance may waive the requirement of a faithful performance bond when in his opinion such waiver will not be detrimental to the city.

• Contract
• Base Contract Duration: How many years will be included for the base contract? (required)
• Optional Renewals: How many one-year optional contract renewals will be included with the contract? (required)
• Award Method? (required) —

  General definitions and parameters of each approach.

  • Award to the Winner: This is a traditional public procurement where the winning bid or proposal is selected based on the Lowest, Responsive and Responsible Bidder when using a Competitive Bid process; or the Highest Scored Proposal when using the Competitive Selection process.
  • Split Award: A “Split-Award” is designed to specify and distinguish separate Groups of awards based on separate specifications or Scopes of Work. A vendor can respond to any combination of the Groups provided they are responsive and responsible. Each Group is evaluated and awarded independently. Effectively, there could be a separate winner for each Group.
  • Back Up Vendor (RFPs Only): This method is intended to contract with a back up vendor in the event the winner is unable to fulfill the contract.

Questions & Answers