Installation of Ductile Iron Water Mains in Villa Street and Colorado Boulevard - WD-26-03

The Work covered in this Specification is located on Villa Street from Hill Avenue to Palo Verde Avenue, and Colorado Boulevard from Patrician Way to Melrose Avenue, in the City of Pasadena, California.

Project Details

• Reference ID: 2026-IFB-LM-0221
• Department: Water & Power Department (Water)
• Department Head: David Reyes (Director)

Important Dates

• Questions Due: 2026-07-14T19:00:00.000Z
• Pre-Proposal Meeting: 2026-07-07T17:00:00.000Z — 150 S Los Robles Ave Suite 200 - Large Conference Room Pasadena, CA 91101

Evaluation Criteria

• 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.

• Early Preparation for Submission —

  We value your participation in this solicitation and want to ensure you have every opportunity to present your response in the manner instructed in this solicitation.  It is important that you submit a complete response prior to 3:00 pm on Tuesday, July 21, 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/

• 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.

• LOCATION OF WORK —

  The Work covered in this Specification is located on Villa Street from Hill Avenue to Palo Verde Avenue, and Colorado Boulevard from Patrician Way to Melrose Avenue, in the City of Pasadena, California.

• 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.

• 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

• 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. 

• 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 or less equipment and/or materials as necessary at the City’s sole discretion. Payment will be made only for the amount of material actually provided, as determined by the City and accepted at the unit prices noted in the bid.

• Insurance Requirements —

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

• 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 —

  The Work covered in this Specification is located on Villa Street from Hill Avenue to Palo Verde Avenue, and Colorado Boulevard from Patrician Way to Melrose Avenue, in the City of Pasadena, California.

• 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.

• 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.

• 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.

   

• 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 3:00 pm on Tuesday, July 21, 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/256342

  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.

• SCOPE AND CHARACTERISTICS —

  The Contractor's work shall include the furnishing of all labor, material, equipment, apparatus, transportation, and all other services necessary and incidental to the construction of underground water main line, water services, fire hydrants, abandonment, and other miscellaneous work complete in place, as shown on the attached drawings of the Water and Power Department and in these Specifications, including but not limited to the following:

  A. Providing approved traffic control plans and traffic control for the duration of the project.

  B. Providing potholing services for the identification of existing site conditions and utilities.

  C. Providing construction surveying.

  D. Removal of existing and replacement with new street pavement, temporary and permanent, including concrete sections.

  E. Excavation, backfill, soil compaction, and shoring of excavation where required.

  F. Removal, installation, and/or relocation of water mains with valves, tees, tapping sleeves, and other appurtenances complete in place as directed by the Water and Power Department and as shown on the contract drawings and Specifications.

  G. Reconnection of existing domestic water services, fire services, and fire hydrants.

  H. Installation of new fire hydrants.

  I. Abandonment of existing water mains, water services, fire hydrants, and other miscellaneous items.

  J. Clean-up and miscellaneous housekeeping work as directed by the General Manager or his/her authorized representatives.

  K. Replacement of sidewalks, driveways, curbs, and gutters in accordance with the Standard Specifications for Public Works Construction (Greenbook), Supplements and Modifications to the Greenbook, and City of Pasadena Standard Plans.

  L. Reinstalling all traffic striping, markings, raised pavement markers, and traffic loop detectors.

• 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.

• 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.

• 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.

• 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
• 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

   

• STANDARD PLAN DRAWINGS AND CONTRACT DRAWINGS —

  The following Standard Plan Drawings, provided as attachments, shall be referred to during installation:

  City of Pasadena Public Works Department Standard Drawings

  S-207 Concrete Base for Valve Cover

  S-299 (1&2) Supporting Water Pipes Encountered During Excavation Operations

  S-301 Saddle for House Laterals

  S-402 Driveway – Curb Return Type 

  S-403 (1&2) Driveway - Dustpan Type

  S-406 Curb and Gutter

  S-407 (1&2) Trench Compaction Requirements

  S-414 (1,2&3) Wheelchair Ramp

  S-415 Asphalt Concrete Street Resurfacing, Removal, Reconstruction, and Cold Milling

  S-416 (1,2,&3) Restoration of Asphalt Street Excavations

  S-417 (1&2) Restoration of Concrete Street Excavations

  S-420 PCC Cross Gutter

  S-421 (1&2) PCC Sidewalk

  S-422 (1,2&3) PCC Pavement Jointing and Details

  S-425 Address Painting on Curb Face

  S-426 Minimum Public Safety Requirements for Open Excavations

  S-702 Turn Bay Transition – Single Double Centerline

  S-704 Parking Tee Installation

  S-705 Slow School Xing Pavement Markings

  S-706 Pedestrian Crossing Pavement Markings

  S-709 (1&2) Crosswalk Installation

  S-710 (1,2&3) Raised Pavement Marker Installation Detail

  S-711 Two-Way Left Turn Lane, Single Yellow Centerline, Solid White Lane Line

  S-712 Pavement Markings for Left and Right Turn Lanes

  S-713 Limit Line and Stop Pavement Markings

  S-714 Layout – 10’ Wide Turn Bay Transition

  S-976 Circular Inductive Loop Installation

  Pasadena Water and Power Standard Drawings

  C-1327 Fire Hydrant Installation

  W-101 1-inch Water Service Installation

  W-102 2-inch Water Service Installation

  G-709 (1&2) Standard Blowoff Details

  G-910 (1&2) Gate & Blowoff Cans & Covers

  G-998 Gate Can Top Section for S-207 Gate Cans

  G-1225 (1&2) 9” Water Valve Box

  G-1226 Concrete Encasement for Water Mains

  G-1227 Vacuum & Air Release Valve Enclosure Detail

  G-1228 2-inch Combination Air Release & Vacuum Relief Valve

  G-1229 Thrust Block

  APWA 132-1 Concrete Pavement Replacement

  APWA 134-1 Concrete Pavement Joints

  APWA 225-1 Blanket Protection for Pipes

  2100-1 (1 of 2) Requirements for Sanitary Sewer in the Vicinity of Pressure Water Mains

  Los Angeles County Road (Public Works) Department Standard Drawings

  Standard Plan 1130-1 Typical Sidewalk Details

  Los Angeles County Waterworks Districts (Public Works) Department Standard Drawings

  Standard Plan W-50 Design Requirements for Water Mains in the Vicinity of Sanitary Sewers

  Standard Plan W-6 (1&2) Backflow Prevention Detector Assembly (For Reference Only)

  Standard Plans for Public Works Construction (SPPWC)

  SPPWC Standard Plan 110-1 Driveways

  SPPWC Standard Plan 120-1 Curb and Gutter

  SPPWC Standard Plan 132-2 (1 and 2) Concrete Pavement Details

  SPPWC Standard Plan 134-1 Concrete Pavement Joint Details

  California Department of Transportation (CALTRANS) Standard Plans

  A20A Pavement Markers and Traffic Lines

  A20B Pavement Markers and Traffic Lines

  A20D Pavement Markers and Traffic Lines

  A24A Pavement Markings – Arrows

  A24C Pavement Markings – Symbols and Numerals

  A24D Pavement Markings – Words

  A24E Pavement Markings – Words

  ES-5A Electrical Systems (Detectors)

  ES-5B Electrical Systems (Detectors)

  ES-5D Electrical Systems (Detectors)

  The details for the work are shown on City of Pasadena Water and Power Department contract drawings, and are provided as attachments:

  Work Order 54048 — Villa Street from Hill Avenue to Palo Verde Avenue

  Drawing E-1842, Sheets 1 to 14 (Design Drawings)

  Work Order 54114 — Colorado Boulevard from Patrician Way to Melrose Avenue

  Drawing E-1851, Sheets 1 to 3 (Design Drawings)

   

• 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."

• 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.
• 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.

• 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.

• 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.
• 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.
• 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.

• CONSTRUCTION SCHEDULE —

  The Contractor shall provide to the City for review and approval a detailed construction schedule for all work on this project. The schedule shall be submitted no later than forty-eight (48) hours prior to the pre-construction meeting. No work shall begin until the schedule has been reviewed and approved by the City.

  The construction of curbs, gutters, sidewalks, and driveway aprons shall be done on ONLY one side of the street at a time. Local access to all residential properties and businesses shall be provided adequately at all times. All concrete work shall be completed on both sides of the street before any reconstruction or resurfacing on the street can commence.

  A variety of construction and schedule constraints are identified throughout the Contract Documents. It is the Contractor's responsibility to coordinate and plan the construction activities to integrate each schedule constraint into performance of the overall work.

  Once the project begins, the Contractor shall submit the revised schedule within 48 hours. This shall occur whenever actual progress deviates from the baseline schedule, or as requested by the City, and as many times as deemed necessary.

  The Contractor shall submit a revised construction schedule within forty-eight (48) hours whenever actual progress deviates from the baseline schedule by five (5) or more working days on any activity, or as requested by the City. Deviations of less than five (5) working days do not require a schedule resubmittal but shall be noted in the Contractor's daily report.

• 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.
• 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.

• 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.
• 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.

• 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)].

• Market Basket of Goods —

  Bidder must bid on all materials and supplies listed in the Bidder’s Proposal (Market Basket). The City anticipates the order amount of the items listed in the Bidder’s Proposal.  However, the City of Pasadena does not imply nor make any commitment to purchase a specific quantity. The City may increase or decrease the quantities based on the current requirements, and the contractor agrees to furnish more or less of the items stated in the Bidder’s Proposal.   Additional varieties of the materials and supplies may be ordered as a result of this bid.   Award of contract shall be based upon the grand total price contained in the Bidder’s Proposal.

  The Market Basket in this solicitation is established to represent TBD of the total estimated value of the contract to be awarded. Prices for the remaining materials and supplies for this solicitation are represented by dollar value in the Grand Total, they will be a part of the market basket analysis when determining the low bidder.

  MOST FAVORED CUSTOMER: Contractor agrees to treat the City as its most favored customer.  Contractor represents that all of the prices, warranties, benefits and other terms being provided hereunder are equivalent to or better than the terms being offered by Contractor to its current customers.  The City shall be entitled to any and all other services normally offered by the Contractor (and/or manufacturer through the Contractor) to its customers. 

  CATALOG PRICING: While the materials and supplies listed in this solicitation represent a majority of the materials and supplies needed, there is a small percentage of items that are unknown at this time.  Therefore, bidders are required to, in addition to providing pricing for all materials and supplies, submit a catalog with all available supplies or materials for future purchasing consideration as a part of this overall contract with their bid.  Catalog information must include per unit pricing.

• 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.

• 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.

• 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.

• HOLIDAY SEASON / ROSE PARADE —

  Attention is directed to Chapter 12.24 of the Pasadena Municipal Code entitled "Excavations," and Board Policy Statement as set forth in Motion 25405 dated September 5, 1967, both incorporated by reference. In general, all streets shall be free and clear of excavations and other construction during the period of Thanksgiving week Monday through one week after New Year's Day for business and commercial districts, and mid-December through one week after New Year's Day for all 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. Any existing excavations shall be backfilled, compacted, and temporarily repaved before the shutdown date. No staging of equipment, vehicles, or other construction work shall occur in the public right-of-way during the moratorium period.

  Villa Street from Hill Avenue to Palo Verde Avenue and Colorado Boulevard from Patrician Way to Melrose Avenue are subject to the mid-December through one week after New Year's Day moratorium.

  Bidders shall reflect any costs of such shutdown in the various items of the Bid Proposal, and no additional payment will be allowed therefor. The Holiday Moratorium Map, showing the applicable shutdown period for all locations in the City, is available on the City of Pasadena's website and at the public counter of the City's Public Works and Transportation Departments.

• 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.”

• 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 (contractor's License) license from the State of California, and C10

• 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:
• 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.

• Electronic Submission and Delivery Instructions —

  Parties interested in responding are required to submit electronically through the City of Pasadena's eProcurement Portal prior to 3:00 pm, Tuesday, July 21, 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.

• 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.

• 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.

• 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

• Withdrawal of Proposal —

  Any Bidder or Proposer may withdraw their response via the City's eProcurement Portal prior to 3:00 pm on Tuesday, July 21, 2026.

• 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;
• 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.

• CONSTRUCTION ORDER OF WORK —

  The Contractor shall fully complete all work on Villa Street from Hill Avenue to Palo Verde Avenue, including water main installation, backfill, permanent paving, striping, and all other contract work within those limits, before mobilizing to or commencing any work on Colorado Boulevard from Patrician Way to Melrose Avenue. No overlapping of construction activities between the two locations will be permitted. Written approval from the General Manager or his/her authorized representatives is required before the Contractor may begin any work within the Colorado Boulevard limits.

  Work shall be scheduled so as to lessen the impact upon residents and businesses within the area. All construction shall conform to Sections 7-1 to 7-3 of the Standard Specifications and shall proceed in a smooth, efficient, timely, and continuous manner. Once construction is started in a work area, the Contractor will be required to work continuously in that work area until construction has been completed and the work area is open and accessible to both vehicular and pedestrian traffic in a manner approved by the General Manager or his/her authorized representatives before the next stage of work will be allowed to begin.

  Once construction is started in a work area, the Contractor shall not withdraw manpower or equipment from that work area in order to start construction in another work area if doing so, in the opinion of the General Manager or his/her authorized representatives, delays the completion of the work presently under construction. The Contractor shall maintain continuous access to all residents and/or businesses within the project limits, unless prior approval has been obtained from the General Manager or his/her authorized representatives to close such access or drive approach.

  No stockpiling of material or construction equipment in or on public streets or sidewalks will be permitted on this project. Material and equipment placed in or on public streets, sidewalks, and construction areas shall be used the same day. If the Contractor leaves equipment or material in the public street at the end of a work day, the General Manager or his/her authorized representatives will direct the Contractor to cease this activity immediately. If the activity continues, the City reserves the right to stop work at the Contractor's expense until corrected.

  The Contractor shall obtain a storage yard for materials and construction equipment for the duration of this contract in order that work on this project proceeds in an efficient manner. Said storage yard shall conform to all City regulations, ordinances, and zoning requirements and shall be maintained in a neat and orderly manner.

  Additional requirements have been established to minimize impacts on businesses and residents:

  A. No more than 1,200 feet of continuous underground work may be under construction at a time on the same street. Construction will be deemed complete for the purpose of this condition when all final paving is complete as determined by the Department of Public Water and Power inspector.

  B. To control dust and debris on City streets, the Contractor shall implement a plan to keep streets and sidewalks clean. The plan shall include, but is not limited to, hand sweeping of sidewalks and streets, use of a power street sweeper (not a power broom), placing all excavated material directly onto trucks, and limiting stockpiling of materials.

  C. No two contiguous bus stops shall be closed on the same side of the street at the same time.

  D. Jack pits and/or potholes must be backfilled and temporarily paved by the end of each work day. The Contractor is responsible for maintaining all temporary paving areas throughout the duration of the project until permanent paving is completed. The Contractor shall perform maintenance of temporary paving areas as directed by the General Manager or his/her authorized representatives immediately to keep the temporary paved areas in a safe and acceptable condition.

  E. When using steel plates to cover any type of trenching, the plates must be placed and secured in such a manner that noise does not become a nuisance to residents and/or businesses. If the plates become a nuisance, the Contractor shall, at no additional cost to the City, remove the steel plates within 24 hours of notification and install temporary paving in their place. See Traffic Control Requirements for steel plate specifications.

  F. No heavy or noisy equipment, including but not limited to cranes, backhoes, air compressors, concrete saws, and chain saws, shall be operated prior to 7:00 a.m.

  G. The City has made no test borings or potholing for the identification of existing utilities; therefore, the depiction shown in the design plans for the tie-ins may not be exact. Additional labor and materials not represented in the design plans may be necessary to complete the tie-in connection to the existing water main(s).

  H. Payment for the tie-in connection shall be included in the unit price for the applicable bid items in the Bidder's Proposal and shall include full compensation for all labor, equipment, materials, and incidentals necessary to complete the tie-in connection to the existing water main(s).

• 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.

• 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.

• 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.

• 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 "Installation of Ductile Iron Water Mains in Villa Street and Colorado Boulevard - WD-26-03." Project ID: 2026-IFB-LM-0221. 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.

• 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 Price Producer Index (P.P.I.) "All items in Los Angeles-Long Beach-Anaheim, CA, all urban consumers, not seasonally adjusted" for the latest available preceding 12 month period.  The percentage increase shall be a 12 month percentage increase for the first month of the subsequent contract year(s). 

• 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 or his/her authorized representatives. 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.

  In reference to Section 3 of the Standard Specifications for Public Works Construction (Green Book), 2006 Edition, 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 or his/her authorized representatives. Upon receipt of written direction from the General Manager or his/her authorized representatives, the Contractor shall submit a detailed cost proposal within ten (10) calendar days. Failure to submit within this period may result in the City determining the value of the change unilaterally in accordance with the methods listed below.

  All cost proposals shall include the following:

  A. An itemized breakdown of all costs, segregated by material and labor.

  B. Subcontractor quotes and backup documentation for any portion of work to be performed by a subcontractor.

  C. A detailed narrative describing the scope of work, what is being performed, and the reason the change is necessary.

  The value of the change shall be determined in one or more of the following ways:

  A. By an acceptable lump sum proposal from the Contractor.

  B. By applicable unit prices specified in the Contractor's proposal.

  C. By actual necessary cost plus 15 percent for general superintendence, general expense, overhead, and profit. The actual necessary cost shall include all expenditures for material, labor, insurance, and supplies furnished by the Contractor.

  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.

  The General Manager or his/her authorized representatives shall have authority to approve change orders. Each change order shall be in writing and shall state:

  A. The original contract price, the maximum adjustment amount, and the original time for completion; and

  B. The increase or decrease in the contract price and any change in the time for completion due to the change order.

  As a condition of entitlement to any additional compensation or time extension, the Contractor must submit a complete cost proposal within ten (10) calendar days of receiving written direction from the General Manager or his/her authorized representatives. Failure to submit a complete cost proposal within this period shall constitute a waiver of any claim for additional compensation or time extension arising from that change, and the City shall have the right to determine the value of the change unilaterally in accordance with the methods listed in this section. Incomplete submittals shall not toll the ten (10) calendar day period.

  For any work performed on a time and materials basis, the Contractor shall prepare and submit a daily T&M sheet to the City inspector for review and signature at the end of each work day on which T&M work is performed. Each T&M sheet shall identify the date, location, scope of work performed, all labor classifications and hours, and all equipment and materials used. T&M sheets not signed by the City inspector on the day the work is performed shall not be accepted as the basis for payment unless the Contractor can demonstrate to the satisfaction of the General Manager or his/her authorized representatives that the failure to obtain a signature was due to circumstances beyond the Contractor's control. The Contractor waives any claim for T&M compensation for work not documented on a City-approved daily T&M sheet submitted in accordance with this section.

  In the event the Contractor submits a change order request or claim that is disputed or rejected by the General Manager or his/her authorized representatives, the City reserves the right to withhold from subsequent progress payments an amount equal to the value of the disputed claim until the dispute is resolved. Withheld amounts shall be identified in writing to the Contractor with each affected progress payment. Resolution of a disputed claim shall occur through the change order process described in this section or, if necessary, through the dispute resolution procedures set forth in the contract. The withholding of amounts pursuant to this section shall not constitute a breach of contract by the City and shall not entitle the Contractor to stop work or claim additional compensation for any resulting delay.

• Deadline for Questions —

  The deadline to submit questions related to this solicitation is Tuesday, July 14, 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.

• 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.

• UNDERGROUND UTILITY MARKING SERVICE —

  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 (2) 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 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 indications shall be limited to only those areas where the Contractor's operations could damage buried utilities. All USA markings requested by the Contractor shall be removed by the Contractor at his/her expense. If the Contractor fails to properly and completely remove all USA markings, the City will perform the removal and bill the Contractor for all direct and indirect costs.

• 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.

• 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.

• 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/

• 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.

• Deadline for Questions —

  The deadline to submit questions related to this solicitation is Tuesday, July 14, 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.

• PAYMENT —

  Section 9-3 of the “STANDARD SPECIFICATION FOR PUBLIC WORKS CONSTRUCTION” is hereby replaced with the following: Payment will be made when invoice has been submitted upon the completion this project.

• Release Date —

  Release Dated: Monday, June 29, 2026

  Matthew E. Hawkesworth
  Interim City Manager

• 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.

• 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.

• Substitutions and Equivalents —

  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. This statement of alternate unit shall clearly describe the material or process for which the substitution is proposed and shall provide technical data establishing equivalency.

  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) with their bid 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, 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.

  Equals can be submitted for approval during the Question and Answer period through this eProcurement Portal: https://procurement.opengov.com/portal/pasadena/projects/256342.

• 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.

• 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/256342

  1. Acknowledge all Addenda

  2. Accept City of Pasadena Terms and Conditions Message

  3. Answer all required vendor questions. 

  4. Upload all required forms. Proposer may save their work and return.

  5. Review your work and submit proposal when ready.

  6. You will receive a confirmation email from OpenGov upon receipt of your bid/proposal.

  7. Proposer may withdraw their bid at any time prior to 3:00 pm on Tuesday, July 21, 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.
   
• CONTRACTOR’S GUARANTEE —

  The Contractor shall warrant and guarantee the entire Work and all parts thereof, including that performed and constructed by subcontractors and others employed directly or indirectly on and for the Work, against faulty or defective materials, equipment, or workmanship for a period of two (2) years 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. The Contractor hereby guarantees that all Work required hereunder will be performed in a good and workmanlike manner, and in strict compliance with and in conformity to the Specifications, appendices, and all other Contract Documents. Upon written notice from the City during the warranty period, the Contractor shall commence corrective work within five (5) calendar days of such notice and complete the corrective work within thirty (30) calendar days, or within a time frame approved by the General Manager or his/her authorized representatives, at no cost to the City.

   

  For contracts involving work at multiple locations, the warranty period for each location shall commence separately upon the date the City issues written acceptance of the completed work at that location, as documented by a signed acceptance letter or field acceptance memo from the General Manager or his/her authorized representatives. The warranty period for Villa Street from Hill Avenue to Palo Verde Avenue and the warranty period for Colorado Boulevard from Patrician Way to Melrose Avenue shall each run independently from their respective acceptance dates. The overall Notice of Completion filing date shall not be used to determine the commencement of the warranty period for any individual location where written acceptance was issued prior to that date.

• 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.

• GENERAL RESPONSIBILITY OF CONTRACTOR —

  The Contractor shall be responsible for the satisfactory and complete execution of the work in accordance with the Contract Documents. The Contractor shall provide, at no additional cost to the City, all services, materials, and equipment required to complete the work, even though not particularly specified or indicated. The work of the Contractor shall not vary from the plans or Specifications in form or quality, nor in the amount or value of the materials used, without the prior written consent of the City.

  In addition to any specific requirements of these Specifications, the Contractor shall conform to all federal, state, county, and local laws, ordinances, and regulations applicable to the work.

• 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
• 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.

• 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.

• 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.

• 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.
• 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.

• SITE-RELATED RESPONSIBILITIES OF THE CONTRACTOR —

  WATER MAIN VERSION (Villa Street & Colorado Boulevard)

  SITE-RELATED RESPONSIBILITIES OF THE CONTRACTOR

  1. Supervision by General Manager or His/Her Authorized Representatives

  The work shall be done under the general supervision of the General Manager or his/her authorized representatives. The Contractor shall immediately comply with any orders and instructions of the General Manager or his/her authorized representatives given in accordance with these Specifications. However, nothing in this paragraph or elsewhere in the Specifications shall relieve the Contractor of any of its obligations or liabilities under the Contract, or otherwise alter the Contractor's status as an independent contractor.

  No portion of the work shall be covered up until the General Manager or his/her authorized representatives has been notified in writing that it is ready for inspection and has approved completing the work. Should any portion of the work be covered up without such approval, it shall, if required by the General Manager, be uncovered and inspected at the Contractor's expense.

  In case of emergency, as determined by the General Manager or his/her authorized representatives, the Contractor shall provide on-site response within one (1) hour of notification to repair any damaged portion of the work at the Contractor's expense. If the Contractor fails to do so after being notified, the City may perform the necessary work and deduct all associated costs, including administrative overhead, from the amounts due to the Contractor.

  If the Contractor is found to be in violation of any safety regulations or requirements as described in these Specifications or any City, State, or Federal safety regulations or laws, the City may stop construction until such time as the Contractor is able to comply. No extension of time or additional compensation shall be granted as a result of such suspension. Neither the General Manager nor any of his/her representatives, assistants, or agents have the power to waive any of the obligations of these Specifications. Failure or omission on the part of the General Manager or his/her representatives, assistants, or agents to condemn defective or inferior work, equipment, or materials shall not imply acceptance of such work, equipment, or materials, nor shall it relieve the Contractor of the obligation to remove and properly replace the same at no additional cost to the City. Neither such failure, omission, nor acceptance shall bar the City at any subsequent time from recovering from the Contractor or its sureties such amount as may be needed to remove and/or rebuild any portion of the work in which improper work was performed or defective equipment was used.

  Night, Saturday, Sunday, and Holiday Work

  No work shall be performed at night, Saturday, Sunday, or the eleven (11) legal 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, and Christmas Day, except work pertaining to public safety or with the permission of the General Manager or his/her authorized representatives, and in accordance with such regulations as he/she shall furnish in writing. Before performing any work at said times, except work pertaining to public safety, the Contractor shall give written notice to the General Manager or his/her authorized representatives so that proper inspection may be provided. "Night" as used in this paragraph shall be deemed to include the hours from 7:00 P.M. to 7:00 A.M. of the next succeeding day.

  Legal holidays are subject to change. The Contractor shall confirm with the General Manager or his/her authorized representatives for an updated City of Pasadena Holiday Schedule.

  The City of Pasadena operates on a 9/80 schedule. No work shall be performed on City-designated closure Fridays without prior written authorization. The Contractor shall coordinate its schedule accordingly and shall not be entitled to additional compensation due to City closure days. A work schedule shall be provided to the Contractor at the start of the project.

  A City inspector will be present at the job site during all work activities.

  2. Deliveries

  The City will not accept, sign for, or be responsible for any equipment or materials delivered to the job site for the account of the Contractor. The Contractor shall be responsible for the proper delivery and storage of all equipment and materials furnished by it so as not to delay the progress of the work.

  3. Defective Materials

  Any materials not conforming to the requirements of these Specifications will be considered defective. All such materials, whether in place or not, shall be immediately removed 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 the General Manager or his/her authorized representatives has given his/her approval. If the Contractor fails to comply immediately with any order of the General Manager or his/her authorized representatives made under the provisions of this paragraph, the General Manager or his/her authorized representatives shall have the right to remove and replace defective material and to deduct the cost of removal and replacement from any amounts due or to become due the Contractor.

  4. Site Superintendent

  The Contractor shall maintain a superintendent on the site during all working hours on all working days. This superintendent shall be authorized to act on behalf of the Contractor in all matters pertaining to the work and shall be physically present at the job site whenever work is in progress. The name of the superintendent shall be on file with the General Manager or his/her authorized representatives, and the superintendent shall not be changed until the General Manager or his/her authorized representatives has been notified and has approved the change. Any superintendent not deemed capable by the General Manager or his/her authorized representatives shall be replaced immediately upon request.

  5. Methods and Equipment

  The Contractor shall use methods and equipment to produce quality work and to complete the Contract within the specified time. No later than two (2) business days prior to commencing work, the Contractor shall submit a plan of operation to the General Manager or his/her authorized representatives for approval. This plan shall identify the type and size of equipment and the methods of work the Contractor proposes to use.

  If at any time the General Manager or his/her authorized representatives finds the methods and equipment of the Contractor to be inadequate, the General Manager or his/her authorized representatives may recommend that the Contractor improve or change them. However, such recommendations shall not relieve the Contractor of its obligations to comply with the Specifications and to complete the work within the time stated in the Contract. The Contractor shall be solely responsible for all methods, means, techniques, sequences, and procedures, and for coordinating all portions of the work.

  6. Cooperation, Access and Site Preparation

  The Contractor shall cooperate at all times in the performance of the work so as to cause the least interference with the work of other contractors or the City. Where appropriate, the Contractor shall coordinate and connect its work with the work of other contractors and the City.

  Upon request, the Contractor shall provide full and efficient assistance to the General Manager or his/her authorized representatives in obtaining measurements or information on the work. The Contractor shall provide unrestricted and safe access to the construction site for City personnel at all times and for any purpose.

  7. 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. The Contractor shall be responsible for the proper storage and handling of all materials, including those furnished by the City, and for the care of all work until such final completion and acceptance. The Contractor shall, at its own expense, immediately replace any material damaged or lost during the Contract 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 (5%) 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 performed in accordance with the Specifications.

  The 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 the written consent of the General Manager or his/her authorized representatives.

  8. Storage

  If the City determines that the Contractor's place, manner, or form of delivery or storage of any materials, equipment, temporary structures, or other facilities at the site is obstructing the progress of the work or is likely to cause delay in the completion of any portion of the work, the City shall notify the Contractor in writing to make the necessary changes. The notice shall specify the time within which such changes shall be made. Upon receipt of such notice, the Contractor shall, at its own expense, proceed to make the required changes immediately.

  9. 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, including 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 prior to such injury, damage, or destruction. In cases where City staff must correct damage deemed the responsibility of the Contractor, the cost of such work shall be deducted from the next scheduled progress payment.

  The Contractor shall protect and maintain in uninterrupted service any existing subsurface utilities and shall immediately repair any damages to such utilities at its 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 its usage and coordinate with the appropriate utility for its removal or protection.

  The Contractor shall be held responsible for all damage to work installed by the Contractor or others that is caused by the Contractor's operations.

  Underground utility marking requirements are addressed in the UNDERGROUND UTILITY MARKING SERVICE section of these Specifications.

  10. Character of Workers

  When required by the City, the Contractor shall discharge from the work, and shall not again employ on the work without the consent of the General Manager or his/her authorized representatives, any employee who, in the opinion of the City, is incompetent, disorderly, abusive, dangerous, or insubordinate, or who comes onto the work while intoxicated, or who fails to comply with safety regulations, or who in any way attempts to interfere with City employees in the inspection and supervision of the work. If said individual has an ownership interest in the contracting entity, the City will serve written notice upon the Contractor and the Surety providing the faithful performance bond, in accordance with Section 6-4 "Default by Contractor" of the Standard Specifications, demanding complete and satisfactory compliance with the Contract. The Contractor shall be responsible for any trespassing by its employees upon property adjacent to the site, and shall make whole at its own expense all damage to persons or property caused by carelessness, negligence, or any act on the part of its employees or agents.

  11. Sanitation

  The Contractor shall provide all appropriate sanitary conveniences and shall remove them upon completion of each work day.

  12. Cleanup

  The Contractor shall at all times keep the site free from accumulation of waste materials, rubbish, and debris. The job site shall also be kept free from dust and mud resulting from all construction work, including concrete cutting and excavation; at a minimum, a power street sweeper shall be used daily during working hours. Upon completion of the work, the Contractor shall remove from the site all tools, equipment, temporary structures, unused materials, concrete forms, scaffolding, rubbish, temporary markings, and other materials belonging to the Contractor or used under its direction during construction, and shall leave the site broom clean unless the City specifies otherwise. In the event the Contractor fails to clean up as required by these Specifications, the City may perform such cleanup at the Contractor's expense, and the Contractor and its sureties shall be liable for such expense.

  13. Utilities

  The Contractor shall provide and pay for all water and electric power required for construction. The Contractor is responsible for applying for and obtaining a portable water meter from the City of Pasadena Meter Read Services prior to initiating the work. The following charges will apply and are subject to change at the sole discretion of the City of Pasadena. The Contractor shall confirm current rates with Meter Read Services prior to submitting its bid, as the rates listed below reflect current charges only and no adjustment to the contract price will be allowed due to rate changes:

  • $150 nonrefundable deposit
  • $981 refundable deposit upon return of meter to Meter Read Services
  • Monthly charge of $581.92 plus tax of $44.63
  • Charge for all water used during the metering period

  No work shall commence until the required meter is obtained.

  14. Daily Reports

  The Contractor shall submit a daily report to the City's inspector by the end of each work day. The report shall document, at minimum, the crew size on site, equipment utilized, work performed, and any issues or incidents encountered. Daily reports shall be submitted via email unless otherwise directed by the General Manager or his/her authorized representatives.

  15. Progress Photography

  Prior to commencing any work, the Contractor shall submit photographs documenting existing conditions throughout the project limits. During construction, the Contractor shall submit weekly progress photographs documenting the status of all active work areas. All photographs shall be date-stamped, labeled by location, and submitted to the City's inspector with each weekly submittal.

  16. Emergency Contact

  The Contractor shall provide the General Manager or his/her authorized representatives with a 24-hour emergency contact name and phone number prior to commencing work. This contact shall be available at all times during the duration of the Contract and shall be capable of mobilizing the Contractor's forces to respond to emergencies including but not limited to water main failures, cave-ins, or hazardous conditions within the project limits. The emergency contact information shall be updated immediately upon any change.

• 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”.

• 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.

• 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.

• 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

• 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.

• WARRANTY —

  Contractor shall provide factory warranties on all materials furnished against defects in materials and/or workmanship. The factory warranty shall become effective on the date of delivery and acceptance by the City. Should any defect in materials or workmanship appear during the warranty period, the Contractor shall repair or replace the same at no cost to the City.

• Taxes —

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

• 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.”

• DEFECTIVE MATERIALS: —

  Any materials not conforming to requirements of this Specification shall be considered defective. All such materials, whether in place or not, shall be immediately removed from the site of the work. Any defective materials installed shall be removed and replaced by the City and all costs of removal and replacement shall be deducted from any amounts due or to become due to the Contractor. No rejected materials, the defects of which have been subsequently corrected, shall be used.

• TRAFFIC CONTROL REQUIREMENTS —

  All traffic control must comply with the current edition of the Work Area Traffic Control Handbook (WATCH) and the California Manual on Uniform Traffic Control Devices (California MUTCD). The Contractor shall conform to all provisions established by the Pasadena Transportation Department with regard to traffic control. The Contractor shall submit three (3) physical sets of traffic control plans no later than five (5) business days prior to initiating the work, for approval by the General Manager or his/her authorized representatives. No traffic control operations shall begin until written approval is issued.

  The Contractor shall conduct work in such a manner as to provide the least amount of disruption to moving traffic. Whenever possible, the Contractor shall not disrupt traffic on major streets from 7:00 a.m. to 9:00 a.m. and from 4:00 p.m. to 6:00 p.m. The General Manager or his/her authorized representatives may limit the hours of work, limit the area of work, and order the installation of temporary traffic signs and additional cones. When directed, the Contractor shall install these signs at no additional cost to the City.

  The Contractor shall provide written notification to all affected residents and businesses a minimum of 72 hours prior to initiating construction in front of or adjacent to their property. Notification shall include the anticipated construction schedule, expected duration of work, and contact information for the Contractor's designated project representative. Proof of notification shall be submitted to the General Manager or his/her authorized representatives upon request.

  Emergency vehicle access shall be maintained at all times throughout the duration of the project. The Contractor shall coordinate with local emergency services as needed and shall immediately accommodate the passage of emergency vehicles upon request, regardless of the current stage of construction activity.

  Safe pedestrian access shall be maintained through or around the construction zone at all times. Where existing sidewalks or pathways are disrupted, the Contractor shall provide and maintain a clearly marked, ADA-compliant pedestrian detour for the duration of the disruption. All pedestrian access routes shall be kept free of obstructions, trip hazards, and debris.

  At the end of each working day, the Contractor shall remove all equipment, materials, and construction debris from the travel lanes and roadway surface. Any excavations left open overnight shall be covered with steel plates in accordance with the requirements herein. The Contractor shall leave the work area in a condition that allows for safe vehicular and pedestrian movement until work resumes the following day.

  A minimum of one lane must remain open in each direction on every street at all times. The Contractor shall provide traffic control devices including barricades, delineators, advance warning signs, flaggers, and other signage as necessary to ensure driver awareness and safety within the construction area. Changeable message signs shall also be required at the start and end of the construction zone and shall be in place no later than one (1) week prior to the start of construction and shall remain throughout the duration of the project.

  Occasionally, at the discretion of the General Manager or his/her authorized representatives, steel plates will be required to temporarily cover excavations. Steel plates shall be a minimum of one (1) inch in thickness, recessed flush with the existing pavement surface, and secured in a manner that prevents movement or noise from traffic passing over them. Single plates shall be secured with steel pins or spikes driven into the surrounding pavement at the plate edges to prevent movement. Where multiple steel plates are required, plates shall be spot welded at joints to prevent relative movement. Spot welds shall be removed prior to plate removal each day. All recessing and ramping shall be performed at no additional cost to the City.

  Only recessed, flush-mounted steel plates shall be permitted. Raised, ramped, surface-mounted, or asphalt-tapered installations are prohibited unless expressly approved in writing by the General Manager or his/her authorized representatives. The top surface of the plate shall not extend above or below the surrounding pavement. Any plate found to be uneven, rocking, noisy, or creating a hazardous condition shall be corrected immediately upon notice from the City, or within four (4) hours of discovery, whichever occurs first. Failure to maintain plates in a safe, flush condition may result in immediate suspension of work until corrected, at no additional cost to the City.

  Where multiple steel plates are required to cover an excavation, the plates shall be welded or mechanically fastened together to prevent separation or differential movement. For installations exceeding seventy-two (72) hours, the City may require continuous welding or additional securing measures. Upon final restoration, all welds, fasteners, and securing devices shall be removed, and the pavement shall be restored to its original condition.

  When steel plates are used to cover fresh concrete patches, the plate shall bear on the existing pavement surrounding the patch and shall not bear directly on the concrete surface. The plate shall extend a minimum of six (6) inches beyond the patch edges onto existing pavement on all sides. A minimum one (1) inch thick plywood pad shall be placed at the plate perimeter to protect the concrete surface finish. Cold mix asphalt ramps shall be applied at all plate edges at a minimum taper ratio of 1:6 (vertical:horizontal) to eliminate surface lips and prevent plate movement. Where multiple steel plates are required, plates shall be spot welded at joints to prevent relative movement. Spot welds shall be removed prior to plate removal each day. The Contractor shall maintain and reposition ramps as needed for the duration of the curing period. Steel plates over concrete patches shall remain in place until the concrete has reached a minimum compressive strength of 2,500 psi. All costs associated with plywood padding, ramping, and plate maintenance shall be included in the applicable traffic control bid item.

  No stockpiling of material and construction equipment in or on public streets or sidewalks will be permitted. Material and equipment placed in or on public streets, sidewalks, and in the construction areas shall be used the same day and removed from the public right-of-way by the end of each working day.

  It is suggested that the Contractor obtain a storage yard for its materials and construction equipment for the duration of this contract in order that work on this project proceed in an efficient manner. Said storage yard shall conform to all City regulations, ordinances, and zoning requirements and shall be maintained in a neat and orderly manner.

  All costs involved in complying with the above requirements shall be included in the prices bid for the various items of work. If the Contractor fails to provide and install any required signs or traffic control devices, the City may cause such signs or devices to be placed by others and charge all associated costs against the Contractor, to be deducted from the next progress payment.

• RECEIVING AND INSPECTION: —

  Deficient parts will be rejected and the Contractor will be required to make the necessary adjustments or replacements. It shall be the Contractor’s responsibility to pick up any rejected parts, make the necessary corrections, and deliver materials at no additional cost to the City.

• 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.

• 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 root protection zone unless otherwise directed by the General Manager or his/her authorized representatives. 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.

  No excavation, trenching, grade reduction, or soil compaction shall occur within the root protection zone without prior written authorization from the City.

  Any damage to trees resulting from the Contractor's failure to observe the root protection zone shall be remediated by the Contractor at its own expense. If the Contractor fails to perform the required remediation, the City may do so and deduct all associated costs from the next progress payment.

• 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.

• 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.

• 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.

• CONSTRUCTION SURVEYING —

  Under the direction of a licensed Professional Land Surveyor in the State of California, the Contractor shall provide one set of construction stakes/markings at fifty (50) foot intervals and at all major control points for the construction of the project as specified. The Contractor shall review design plans, perform calculations and research, and prepare survey drawings for the layout and control of the work as necessary. Construction stakes/marks shall be set within a horizontal tolerance of ±0.10 feet. The Contractor shall provide original or copies of notes, calculations, and/or drawings as requested by the General Manager or his/her authorized representatives. All construction surveying shall be completed prior to initiating construction.

  Payment for construction surveying shall be included as a lump sum price in the "Provide Construction Surveying" bid item on the Bidder's Proposal and shall include full compensation for all labor, equipment, materials, and incidentals necessary to complete the work.

• 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.

   

• 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.

• 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.

• 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.

• 4.08.130 Lowest and best bidder —

  4.08.130 Lowest and best bidder.

  In determining the lowest and best bidder, the following shall be considered, in addition to price:

  A.       The quality of the material offered;

  B.       The ability, capacity and skill of the bidder to perform the contract or provide the material or services;

  C.       Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;

  D.       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;

  E.       The character, integrity, reputation, judgment, experience and efficiency of the bidder;

  F.       The quality and timeliness of the bidder's performance on previous orders or contracts for the city;

  G.       Litigation by the bidder on previous orders or contracts with the city;

  H.       The ability of the bidder to provide future maintenance and service where such maintenance and service is essential;

  I.        Certification by bidder of compliance with the Equal Employment Opportunity—Non-discrimination requirements.

  J.        Certification by bidder of compliance with the Pasadena living wage ordinance, where applicable.

  (Ord. 6899, § 2, 2002; Ord. 6763, § 2, 1998; Ord. 5068, § 3.08, 1972)

• CHARACTER OF EXCAVATION / POTHOLING —

  The City has made no test borings or potholing of material to be excavated or for the identification of existing utilities. The Contractor shall assume all responsibility, based upon its own examination of the site, for all deductions and conclusions as to the nature of the materials to be excavated and the difficulties of making and maintaining the required excavation and performing other necessary work. The Contractor shall also make exploratory excavations to identify existing utilities for the purpose of safety and to verify that the design water main alignment is not in conflict with any existing active or abandoned utilities. If obstructions are found during exploratory excavation that conflict with the water main alignment, the Contractor shall notify the General Manager or his/her authorized representatives immediately. The design plans will be reviewed, and if required, the horizontal and vertical alignments will be adjusted in the field to clear any obstructing substructures, both horizontally and vertically.

  The potholing locations shown on the contract drawings are recommendations only. The Contractor shall determine whether additional potholing locations are necessary to efficiently complete the work.

  No later than five (5) business days prior to initiating construction, the Contractor shall submit a potholing plan to the General Manager or his/her authorized representatives for approval. The plan shall identify all proposed potholing locations. Upon completion of potholing, the Contractor shall submit a potholing log documenting the findings at each location, including the depth, size, material type, and utility type of any utilities encountered. No construction shall commence until the potholing plan has been approved and the potholing log has been submitted.

  Where potholing reveals conflicts with utilities shown on the contract drawings, all costs associated with adjusting the horizontal or vertical alignment of the water main to clear those utilities, including joint deflection, roping, additional fittings, bends, angles, or any other measures required to avoid the conflict, shall be incidental to the applicable bid items. No additional compensation will be made for alignment adjustments required to clear utilities depicted on the contract drawings. Additional compensation through the change order process will only be considered for conflicts with utilities that are not shown on the contract drawings and could not have been identified through reasonable review of the contract documents and pre-construction potholing.

• Payment of Subcontractors, Suppliers, and Workers —

  The Prime Contractor shall be solely responsible for the payment of all subcontractors, suppliers, laborers, and any other persons or entities employed in connection with the performance of this Contract.

  The City shall have no obligation to pay, or to ensure the payment of, any subcontractors, suppliers, or workers directly. The Prime Contractor shall ensure timely and full payment in accordance with all applicable laws, including but not limited to California Public Contract Code §§ 10262 and 10262.5 and Labor Code § 218.7.

  Failure to comply with this requirement may result in the withholding of payments, imposition of penalties, and/or other remedies available under the Contract and applicable law.

  The Prime Contractor shall also include in all subcontracts a provision requiring subcontractors to pay their lower-tier subcontractors and suppliers in a timely manner consistent with this section.

• 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.”

• 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 (Installation of Ductile Iron Water Mains in Villa Street and Colorado Boulevard - WD-26-03; 2026-IFB-LM-0221), 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.

• LOCATION AND PROTECTION OF UNDERGROUND HAZARDOUS UTILITIES —

  The Contractor is hereby notified that there are underground utilities within the construction area which may be potentially hazardous if damaged. A hazardous substance shall be defined as one having the potential for an immediate disaster, including but not limited to gasoline, high-voltage electricity, fuel oil, butane, propane, high-pressure natural gas, chlorine, or other chemicals. At least forty-eight (48) hours prior to any excavation in the proximity of such lines, the Contractor shall notify the owners of these utilities to accurately determine the horizontal locations and depths of their potentially hazardous lines. The Contractor shall not trench or excavate within any area where a utility known to carry a hazardous substance exists until the utility owner is present and the location of the utility has been determined by the owner. The intervals between potholes or location points shall be sufficient to determine the exact location of the line and shall not exceed the distances set forth as follows:

  1. Excavation for highway or street construction: the utility shall be located at intervals not greater than twenty-five (25) feet for lines up to eight (8) inches in diameter, fifty (50) feet for lines of eight (8) inches to twenty-four (24) inches in diameter, and one hundred (100) feet for lines greater than twenty-four (24) inches in diameter.
  2. Clearance: if it is determined that the horizontal or vertical clearance between the utility known to carry hazardous substances and the construction limit is less than twelve (12) inches, or less than eighteen (18) inches if scarifying, the Contractor shall confer with the utility owner. Unless the owner elects to relocate the line or take it out of service, the Contractor shall not excavate until the line has been completely exposed by the owner within the limits of construction.

  Once the physical location of the utility known to carry hazardous substances has been determined, the Contractor, in cooperation with and with the concurrence of the utility owner, shall determine how to protect and/or support the utility from damage before proceeding with the work. The owner of the utility has the right to support and/or protect its utility at the sole expense of the utility owner.

  The Contractor shall notify the City, the public agency maintaining records for that jurisdiction, and the utility owner, if known, whenever previously unidentified or unknown underground utilities are encountered, so that the location can be accurately established and made part of the permanent substructure records.

  Full compensation for complying with any or all of the above requirements shall be considered as included in the price bid for various related items of work, and no additional compensation will be made therefor. Payment for test borings and exploratory excavations shall be included as a lump sum price in the "Provide Potholing Services for the Identification of Existing Site Conditions and Utilities" bid item on the Bidder's Proposal and shall include full compensation for all labor, equipment, materials, and incidentals necessary to complete the work.

• 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.”

• 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

• 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.

• Taxes —

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

• SUPERVISION OF WORK —

  The work shall be done under the general supervision of the General Manager or his/her authorized representatives, who may from time to time direct the order and location at which work shall be executed and provide other directions necessary to enforce the requirements of these Specifications and the Contract. A City inspector will be present at the job site during all work activities.

  The Contractor shall immediately comply with any and all orders and instructions given by the General Manager or his/her authorized representatives in accordance with the terms of these Specifications. Nothing herein shall be taken to relieve the Contractor of any of its obligations or liabilities as an independent contractor.

  No portion of the work shall be covered until the General Manager or his/her authorized representatives has been notified that it is ready for inspection and has approved proceeding. Should any portion of the work be covered without such approval, it shall be uncovered and inspected at the Contractor's expense if so required by the General Manager or his/her authorized representatives.

  Upon request, the Contractor shall provide full and efficient assistance to the General Manager or his/her authorized representatives in obtaining measurements or information on the work. The Contractor shall provide unrestricted and safe access to the construction site for City personnel at all times and for any purpose.

  The Contractor shall establish a permanent benchmark and proper working points, accessible at all times during progress of the work, to check lines and grades. The Contractor shall lay out and establish all principal building lines, axes, and grades, and shall at all times be responsible for their maintenance and accuracy.

  The Contractor shall bear all risk of loss or damage to the work until final completion and acceptance by the General Manager or his/her authorized representatives. The Contractor shall be responsible for the proper storage and handling of all materials, including those 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 any material damaged or lost during this period and shall repair any portion of the work damaged during this period.

  In case of emergency, as determined by the General Manager or his/her authorized representatives, the Contractor shall provide a one-hour response to repair any damaged portion of the work at the Contractor's expense. If the Contractor fails to respond within one hour of notification, the City may perform the necessary repairs at the Contractor's expense.

  If the Contractor is found to be in violation of any safety regulations or requirements described in these Specifications or any applicable City, state, or federal safety regulations or laws, the City may stop construction until the Contractor is able to comply with the regulation, law, or requirement in question. Neither the General Manager nor any of his/her representatives, assistants, or agents have the power to waive any obligations under these Specifications. Failure or omission on the part of the General Manager or his/her representatives to condemn defective or inferior work, equipment, or materials shall not imply acceptance of such work, equipment, or materials, nor shall it relieve the Contractor of its obligation to remove and properly replace the same without additional compensation. Neither such failure, omission, nor acceptance shall bar the City at any subsequent time from recovering from the Contractor or its sureties such amounts as may be needed to remove and/or rebuild any portion of the work in which improper work was performed or defective equipment or materials were used.

  A. Working Hours

  Work or activity of any kind on Villa Street and Colorado Boulevard shall be limited to the hours of 9:00 a.m. to 4:00 p.m. No construction noise shall be permitted between the hours of 7:00 p.m. and 7:00 a.m. of the following day, as set forth in the Pasadena Municipal Code.

  For the avoidance of doubt, construction work activities and noise are restricted to the hours of 9:00 a.m. to 4:00 p.m. as set forth above. Mobilization activities including crew arrival, equipment staging, and site preparation may begin no earlier than 7:00 a.m. Demobilization activities including equipment removal and site cleanup may continue until no later than 6:00 p.m. No construction noise shall be permitted outside the hours of 7:00 a.m. to 7:00 p.m. consistent with the Pasadena Municipal Code. The prohibition on heavy or noisy equipment prior to 7:00 a.m. set forth in Section 9.6 applies to all equipment operation regardless of whether the activity is classified as mobilization or construction.

  B. Night, Sunday, and Holiday Work

  No work shall be performed at night, on Saturdays, Sundays, or on the following legal holidays: New Year's Day, Martin Luther King Jr. Day, Lincoln's Birthday, Washington's Birthday, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, the Day after Thanksgiving, and Christmas Day, except work pertaining to public safety or with the prior written permission of the General Manager or his/her authorized representatives. Before performing any work at such times, except work pertaining to public safety, the Contractor shall provide written notice to the General Manager or his/her authorized representatives so that proper inspection may be arranged. "Night" as used in this paragraph shall mean the hours from 7:00 p.m. to 7:00 a.m. of the following day.

  The legal holidays listed above are subject to change. The Contractor shall confirm the current City of Pasadena holiday schedule with the General Manager or his/her authorized representatives prior to commencing work.

• QUALITY OF WORK —

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

• 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.”

• 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.

• Performance 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.

  Performance Bonds Required: 100%

• Labor & Materials 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.

  Labor & Materials Bonds Required: 100%

• 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.

• 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

• INSPECTION, MEASUREMENT, AND COMPUTATION —

  When the work to be performed is within the City of Pasadena, the Pasadena Public Works Department or its appointed representative will perform inspection of street paving. The Pasadena Public Works Department shall determine the limits and extent of street paving to be performed, and the determination shall be verified and approved by the Water and Power Department inspector. When the work to be performed is outside the City of Pasadena, inspection of the paving and determination of its limits and extent will be performed by the Los Angeles County Public Works Department, and the determination shall be verified and approved by the Water and Power Department inspector.

  Whenever the Pasadena Public Works Department or the Los Angeles County Public Works Department, as the case may be, directs the Contractor to make repairs to an extent or in a manner not specifically covered in the Bid Schedule or that exceeds the project limits, the Contractor shall not perform such work until express written approval is received from the General Manager or his/her authorized representatives of the Water and Power Department. In the absence of such express written approval, no payment shall be due the Contractor for any work not covered by the Bid Schedule.

  The Contractor shall notify the Water and Power Department at (626) 744-4331 at least forty-eight (48) hours in advance of starting any work, so that the Water and Power Department inspector and the Department of Public Works inspector can be scheduled and assigned to inspect the work.

• EXCUSABLE DELAYS AND EXTENSION OF TIME —

  Neither party shall be liable to the other for any delay or failure to perform under the Contract to the extent such delay or failure is due to any unforeseeable cause beyond the affected party's reasonable control, including but not limited to an act of God, fire, natural disaster, strike, lockout or other labor difficulty, war, embargo, riots, act of the public enemy, or unusual delay in transportation or failure of labor or material supply.

  In the event the Contractor is delayed in performing the work by any of the above causes, the Contractor shall be entitled to an extension of time for a period reasonably necessary to overcome the delay. Such extension shall be granted only by written change order. As a condition of receiving an extension of time, the Contractor must notify the General Manager or his/her authorized representatives in writing within five (5) calendar days after the delay begins. This notice must include a reasonably detailed statement of the causes for the delay. An extension of time shall be the Contractor's sole remedy for any such delay; the Contractor shall not be entitled to damages or additional payment.

  Timely written notice is a condition precedent to any claim for a time extension or additional compensation arising from delay. Failure to provide written notice within five (5) calendar days of the beginning of the delay shall constitute a complete waiver of any claim for time extension or additional compensation arising from that delay, regardless of whether the City had actual knowledge of the delay. No extension of time or additional compensation shall be granted for any delay for which proper written notice was not timely provided.

  If the Contractor believes it has not been granted an adequate extension of time, the Contractor must submit a written request to the City for any additional time needed to avoid delay in completion of the work. Such request must be filed within five (5) calendar days after the date of the change order and at least fifteen (15) calendar days before the specified completion date.

  The Contractor may request an extension of time and additional payment for delay caused solely by the City. Each such request must be in writing and submitted to the City within five (5) calendar days after the beginning of the City-caused delay and, when possible, at least fifteen (15) calendar days before the specified completion date. For change orders performed on a time and materials basis, the time extension shall be limited to the actual time required to perform the change order work.

  If the Contractor delays its performance of any portion of the work for reasons other than those specified above, the General Manager or his/her authorized representatives shall have the right to extend the time for completing the Contract and to charge the Contractor, its successors, assigns, or sureties the costs of engineering, inspection, superintendence, overhead, and other expenses incurred by the City in connection with such extension. Without limiting any other remedy it may have, the City may deduct such expenses from any amounts owed to the Contractor under the Contract.

• 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.

• 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.

• DURATION OF CONTRACT —

  The initial term of the contract resulting from these Specifications shall be for one year from the date of execution by the City. No optional extension periods will be included with this contract.

• 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.

• NOTICE TO SURETIES —

  The Contractor shall notify its sureties and the carriers of the insurance furnished and maintained by it of any changes affecting the general scope of the work or 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 adjustments to the General Manager or his/her authorized representatives.

• 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.

• 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.
• SAFETY AND PROTECTION —

  The Contractor shall provide 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 onto the work. The Contractor shall comply with all orders and requirements of Cal/OSHA and the Safety and Health Division of the State of California Department of Industrial Relations. The Contractor shall immediately install or provide any safeguarding or safety measures required by Cal/OSHA or the General Manager or his/her authorized representatives.

  The Contractor shall employ workers who are qualified, experienced, and well trained to work safely around or near energized electrical equipment. Prior to commencing work, the Contractor shall submit safety records for review by the General Manager or his/her authorized representatives to demonstrate qualifications to perform the work. If safety records are deemed unsatisfactory, the City reserves the right to reject the Contractor's workforce until adequate qualifications are demonstrated.

  Prior to commencing work, the Contractor shall prepare and submit a project-level Safety Plan for review and approval by the General Manager or his/her authorized representatives. The Safety Plan shall outline the Contractor's overall approach to job site safety, identify key safety personnel, and address site-specific hazards anticipated during construction. No work shall commence until the Safety Plan has been approved.

  Prior to commencing work, the Contractor shall prepare and submit Job Hazard Analyses (JHAs) for review and approval by the General Manager or his/her authorized representatives. JHAs shall identify each major work activity, the potential hazards associated with each activity, and the protective measures to be implemented to eliminate or mitigate those hazards. A new JHA shall be required at a minimum once per week and prior to the start of each major work activity, whichever occurs first. Examples of activities requiring JHAs include, but are not limited to: open trench excavation, shoring and sheeting installation, water main installation, concrete cutting, traffic control setup and removal, and work near energized utilities. JHAs shall be signed by the Contractor's workers performing the work and the Field Supervisor prior to submittal to the City. Any subsequent changes to the scope of work or site conditions that affect the JHA shall require a revised JHA to be resubmitted for approval prior to continuing work.

  The Contractor shall submit a Daily Construction Report (DCR) to the General Manager or his/her authorized representatives every working day that workers are on site. DCRs shall document work performed, crew size, equipment used, materials installed, and any incidents, injuries, or safety concerns that occurred during the workday. DCRs that are incomplete, inaccurate, or contain unverified statements may be rejected by the City, and the Contractor shall resubmit a corrected DCR within 24 hours of notification.

  In the event of a serious injury, fatality, or accident resulting in significant property damage, the Contractor shall comply with all applicable Cal/OSHA reporting requirements and shall immediately notify the General Manager or his/her authorized representatives by phone. Work in the affected area shall be suspended until authorized to resume by the General Manager or his/her authorized representatives.

  The Contractor shall conduct Safety Stand Downs at the start of each work week, following all City-observed holidays, and immediately following any incident or change in site conditions that warrants the immediate attention of field personnel. Stand Downs shall be held at a place and time designated by the General Manager or his/her authorized representatives. All on-site workers are required to attend and sign in. Attendance records shall be maintained by the Contractor and made available to the General Manager or his/her authorized representatives upon request.

  The Contractor shall comply with all requirements of Cal/OSHA Title 8, Section 3395 — Heat Illness Prevention. The Contractor shall maintain a written Heat Illness Prevention Plan on site at all times during construction. The plan shall address provision of shade, access to water, acclimatization procedures, and emergency response procedures for heat-related illness. The Heat Illness Prevention Plan shall be made available to the General Manager or his/her authorized representatives upon request.

  Payment for safety and protection shall be included in the unit price for the applicable 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. Lights, Guards, and Barricades

  The Contractor shall provide and maintain temporary walks, fences, and other required facilities so as not to obstruct or interfere with traffic, public streets, or private rights-of-way; shall maintain access to fire hydrants; shall provide walks over and around any obstructions in public places; and shall maintain from the beginning of twilight through the whole of every night, on or near any obstruction, adequate lights and guards to protect travelers from injury. When work is suspended, all roadways and sidewalks shall be kept in proper condition and left in such condition at the termination of the work.

  Barricades shall be erected for the protection of the public. Such barricades shall be built according to Section 6F.68 of the California MUTCD and Section 7 of the WATCH handbook, and shall bear the name of the Contractor and its telephone number in legible letters.

  All open trenches, excavations, and other hazardous conditions within the public right-of-way shall be protected by physical barriers at all times. Barricade types shall be selected based on the location and nature of the hazard as follows:

  • Type II Barricades are lightweight, portable barricades typically consisting of a single or double rail with retroreflective sheeting, mounted on collapsible or stackable legs. They are used for short-term or moving operations and lower-speed environments. Type II barricades shall be required at a minimum for any open excavation within sidewalk or pedestrian areas, including across driveway aprons and walkways adjacent to the work zone.
  • Type III Barricades are larger, more robust barricades consisting of two or three rails with retroreflective sheeting, designed for higher visibility and greater physical presence. They are used for road closures, lane diversions, and other higher-risk or longer-duration applications. Type III barricades shall be required at a minimum for any open excavation within the roadway or travel lanes.

  Cones are channelizing devices only and shall not be considered adequate protection for any open excavation. At the end of each work day, all open excavations shall be covered, backfilled, or fully barricaded with interlocking barriers to prevent public access. If the Contractor fails to provide adequate protection, the General Manager or his/her authorized representatives may order the Contractor to cease all other work activities and remedy the deficiency immediately. If the Contractor fails to act within one (1) hour of notification, the City may install the required barriers and deduct all associated costs from the next progress payment.

  2. Protection of Property and Materials

  The Contractor shall protect and safely store all materials and property and shall be responsible for the same until incorporated into the work and accepted by the City.

  3. Water Protection

  The Contractor shall provide drainage facilities at all times before finish grading is completed to protect property, buildings, and structures from water damage. All excavations shall be kept clear of water at all times. The Contractor shall furnish pumps of ample capacity to remove water reaching excavations from any source. All protection measures shall be subject to the approval of the General Manager or his/her authorized representatives and shall be maintained until completion of the work.

  4. Sub-Surface Utilities Protection

  The Contractor shall protect and maintain in uninterrupted service any existing sub-surface utilities and shall immediately repair any damages to such utilities at its own expense. Protection of main line and connection sewers in the construction area shall be accomplished in accordance with American Public Works Association Standard Drawing 225-1 and Standard Plan Drawing S-299. All other sub-surface utility protection requirements are addressed in the LOCATION AND PROTECTION OF UNDERGROUND HAZARDOUS UTILITIES and SITE-RELATED RESPONSIBILITIES sections of these Specifications.

  5. Damage to Other Work

  The Contractor shall be held responsible for all damage to work installed by the Contractor, anyone employed by it, or any of its subcontractors. Additional requirements are addressed in the SITE-RELATED RESPONSIBILITIES section of these Specifications.

  6. Personal Protective Equipment

  All personnel on the job site shall be required to wear personal protective equipment per OSHA standards at all times. At a minimum, required PPE shall include hard hats, high-visibility vests, steel-toed boots, work gloves, and eye protection. High-visibility vests shall be worn by all personnel within or adjacent to active traffic lanes at all times. Additional PPE may be required based on specific work activities and shall be determined in accordance with applicable Cal/OSHA regulations and the Contractor's approved Safety Plan.

  7. Dust Control

  The Contractor shall furnish all labor, equipment, and other means required and shall carry out effective measures wherever and as often as necessary to prevent operations from producing dust in amounts damaging to property or causing a nuisance, as determined by Rule 403 of the South Coast Air Quality Management District (AQMD), the Occupational Safety and Health Administration (OSHA) Dust Control Handbook, and the General Manager or his/her authorized representatives. The Contractor shall be responsible for any damage resulting from dust originating from its operations. Dust abatement measures shall be continued until the Contractor is relieved of responsibility by the General Manager or his/her authorized representatives. Effective April 28, 2023, the use of gas-powered leaf blowers has been prohibited within the City of Pasadena.

  8. Covering Vehicles

  California Vehicle Code Section 23114 and Southern California AQMD Rule 403 stipulate regulations for covering vehicles transporting aggregate materials with tarps. If the Contractor is found in violation of these regulations, the City may stop construction until the Contractor is able to comply.

• RELEVANT EXPERIENCE —

  Provide experience with governmental agencies for two projects/contracts of similar scope and size. 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.

• 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

• EXCAVATION, BACKFILL AND SHORING —

  1. Excavation

  A) Excavations shall be supported in the manner set forth in the rules, orders, and regulations prescribed by Cal/OSHA and the Safety and Health Division of the State of California Department of Industrial Relations. The successful Bidder shall submit a current copy of its Cal/OSHA permit to the Water and Power Department upon award of contract. Sheet piling and shoring shall be installed in such a 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 Section 306-1.1.6 of the Standard Specifications for Public Works Construction (Greenbook).

  B) The bottom of all excavations shall be inspected and approved before any water facilities and/or concrete is placed. 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.

  C) 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 due to an error in the Contractor's work shall be filled with select backfill at the Contractor's expense. Under no condition shall concrete be placed on filled ground except where specifically shown over mechanically tamped backfill.

  D) Payment for excavations shall be included as a lump sum price 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, including haul away and disposal of native material. No additional payment will be made therefor. All costs resulting from any excavation in excess of the trench width shown on the design drawings shall be borne by the Contractor. For bidding purposes, the Contractor shall assume excavation depths of up to five (5) feet when providing costs in the Bidder's Proposal. If excavation depth exceeds five (5) feet, the Contractor shall install the proper shoring as per Section 4.21.3 of these Specifications and shall consult with the General Manager or his/her authorized representatives.

  E) The standard excavation depth assumed for bidding purposes is based on a minimum cover of forty-two (42) inches over the outside top of the pipe as installed. Where field conditions require excavation beyond the depth necessary to achieve the required minimum cover, the additional excavation depth shall be compensated on a time and materials basis in accordance with Section 9.7. No T&M compensation for additional excavation depth will be allowed unless a daily T&M sheet documenting the location, depth, reason for the additional excavation, and pipe size and type encountered has been prepared by the Contractor and signed by the City inspector on the same day the work is performed. T&M sheets not signed by the City inspector on the day the work is performed will not be accepted as the basis for payment.

  2. Backfilling

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

  B) 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 in accordance with ASTM D-1556 and ASTM D-1557 at locations designated by the General Manager or his/her authorized representatives. In general, one test location will be required for each 200 to 300 linear feet of trench; however, job conditions may require a greater number of tests. Compaction requirements at each test location shall be as follows:

  • 0 to 12 inches below top of subgrade: compacted to 95% relative density
  • 12 to 18 inches below top of subgrade: compacted to 90% relative density
  • Greater than 18 inches below top of subgrade: compacted to not less than 85% relative density

  C) The results of soils compaction tests shall be submitted in duplicate by the geotechnical engineer directly to the General Manager or his/her authorized representatives and the City Engineer. If test results indicate that any portion of the trench backfill does not meet the requirements of these Specifications, said portions shall be recompacted and additional tests performed, all at the Contractor's expense.

  D) Backfill around structures shall be brought up uniformly on all sides. Backfill adjacent to walls shall be placed in such a manner as to prevent damage to the structure.

  E) If at any time the new water main is to cross under a sewer or have less than ten (10) feet of separation, that portion of the trench shall be backfilled in accordance with the applicable requirements of these Specifications as directed by the General Manager or his/her authorized representatives.

  F) Any soil required to be hauled in for backfilling shall be suitable material per the Greenbook and shall be approved by the inspector prior to use. Unsuitable backfill material shall include, but is not limited to, vegetable or animal matter, metal, and rocks or lumps of material exceeding three (3) inches in greatest dimension. No rocks or lumps of material larger than two (2) inches in greatest dimension shall be permitted in the upper eighteen (18) inches of the trench.

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

  H) The Contractor shall use slurry backfill only — no native or imported material shall be used as backfill — in accordance with Drawing S-407 and the following requirements:

  The trench shall be backfilled using one (1) sack slurry mix (Controlled Low Strength Material — CLSM) as specified in Section 201-6 of the Greenbook. The slurry may be brought up to within four (4) inches of finished street grade, at which point four (4) inches of temporary asphalt concrete shall be placed and compacted flush with the finish grade. Slurry material within the street structural section per Drawings S-416/S-417 must be removed prior to final paving. All excavated material must be hauled away from the site before the end of each work day.

  I) Payment for trench backfill shall be included in the unit price for the applicable 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. No additional payment will be made therefor. All costs resulting from any excavation in excess of the trench width shown on the design drawings shall be borne by the Contractor.

  3. Shoring and Bracing

  A) Shoring and bracing shall be provided as required by Section 7-10.4.1 of the Standard Specifications and California Labor Code Section 6707. All shoring required during construction shall be performed to the satisfaction of the General Manager or his/her authorized representatives. The Contractor shall assume full responsibility for this work and shall make good any damage caused by improper supports or failure of shoring in any respect.

  B) Before commencing any excavation, the Contractor shall submit a detailed plan showing the design of shoring, bracing, sloping, or other provisions to be made for worker protection from the hazard of caving. Such plan must be approved by the General Manager or his/her authorized representatives before excavation may begin.

  C) Payment for shoring and bracing shall be included as a lump sum price in the "Provide Trench Excavation, Solid Sheeting, Shoring and Bracing or Equivalent Method for Protection of Workers" bid item on the Bidder's Proposal. No additional payment will be made therefor.

  4. Bedding

  A) Pipe bedding material shall consist of imported crushed sand 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 native material, provided that the sand equivalent of the native material is not less than 30.

  Sand Bedding: Sand bedding shall be required where the native material has a sand equivalent of less than 30. The sand shall have a sand equivalent greater than 30 and shall be placed full trench width to a depth of not less than one (1) foot above the pipe, measured after the sand has been jetted into place. Natural sand shall be free from organic matter, loam, or other substances detrimental to 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 that will pass through a vibrating screen having a 2½-inch square opening, with not more than seven percent (7%) passing through a screen having a one (1) inch square opening. It shall be carefully placed and sufficiently compacted by tamping or other means satisfactory to the General Manager or his/her authorized representatives so as to support the pipe or structure without settlement. The required depth below the grade of the bottom of the pipe or structure shall be as ordered by the General Manager or his/her authorized representatives.

  B) Payment for bedding shall be included in the unit price for the applicable bid items on the Bidder's Proposal and shall include full compensation for all labor, equipment, materials, and incidentals necessary to complete the bedding, including haul away and disposal of any native material. No additional payment will be made therefor. All costs resulting from any excavation in excess of the trench width shown on the design drawings shall be borne by the Contractor.

• 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.

• 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)
• 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 210 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.

• CONCRETE CONSTRUCTION —

  The required concrete work shall be as shown on the drawings and/or as herein specified. All items in this section shall comply with the requirements of Sections 201 and 303-1 of the Standard Specifications for Public Works Construction (Greenbook), including the Pasadena Supplements, unless otherwise specified in these Supplementary Specifications. The following subsections are governed by the Greenbook except where specifically noted below:

  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 of 4,000 psi at 28 days.
  2. Portland cement shall conform to ASTM C150 and shall be of Type I or Type III (Hi-Early).
  3. Concrete aggregates shall conform to ASTM 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 in the unit price for the applicable bid items on the Bidder's Proposal and shall include full compensation for all labor, equipment, materials, and incidentals necessary to complete the work. No additional payment will be made therefor.

• “HIGH EARLY STRENGTH” PCC FOR CONCRETE PAVEMENT CONSTRUCTION —

  The Contractor shall use high early strength Portland cement concrete (PCC) to construct concrete pavement and curb and gutter at driveway approaches, unless otherwise specified in these Specifications. The concrete class shall be 660-A-4000. The new concrete shall be cured for a minimum of seventy-two (72) hours prior to opening to traffic.

• 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.”

• 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 Installation of Ductile Iron Water Mains in Villa Street and Colorado Boulevard - WD-26-03 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.

• 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 $1000 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.

• Accessibility Compliance Requirements —
  1. General Compliance

  In accordance with Title II of the Americans with Disabilities Act of 1990 (ADA), Section 504 of the Rehabilitation Act of 1973, and all other applicable federal, state, and local disability rights laws, including the California Building Code (CBC) and California Code of Regulations Title 24, the City of Pasadena requires that all services, programs, activities, and facilities provided or utilized under this contract be fully accessible to individuals with disabilities.

  The selected Contractor agrees to ensure that all work performed, and all services, programs, or activities provided under this contract comply with the requirements of Title II of the ADA and related laws. This includes, but is not limited to design, construction, communication, technology, and program delivery compliance with:

  • The ADA and its implementing regulations (28 CFR Part 35 and Part 36);
  • The 2010 ADA Standards for Accessible Design;
  • The U.S. Access Board’s Public Rights-of-Way Accessibility Guidelines (PROWAG), as amended;
  • Section 504 of the Rehabilitation Act of 1973;
  • California Government Code § 4450 et seq.;
  • California Code of Regulations (CCR), Title 24, including Chapter 11B of the California Building; Code governing accessibility to public accommodations and commercial facilities;
  • Any other relevant federal, state, or local regulations concerning accessibility and nondiscrimination.

  These requirements apply to all aspects of the Contractor’s work, including but not limited to project or program design, facility access, pedestrian pathways, public right-of-way improvements, communications, and digital content or services.

  2. Applicability of Accessibility Requirements

  Accessibility compliance requirements apply when scope of work includes:

  • Digital deliverables (i.e. websites, web applications, mobile applications, electronic documents, multimedia content)
  • Physical infrastructure (i.e public facilities, pedestrian pathways, rights-of-way, shared use paths)
  • Communication and program delivery (i.e. public meetings, outreach materials, surveys, customer service and payment platforms)
  • Technology procurement or development (software, hardware, ICT systems)

  If any portion of the work involves these elements, the Contractor must ensure full compliance with applicable accessibility standards.

  3. Digital and Electronic Content

  For all digital deliverables (including websites, documents, and applications), the Contractor shall ensure conformance with, at minimum:

  • Web Content Accessibility Guidelines (WCAG) 2.1, Level AA, as amended[GS1] ; and
  • Section 508 of the Rehabilitation Ace (29 U.S.C. § 794d), where applicable.

  All digital materials must undergo both automated and manual accessibility testing, including usability reviews by individuals representing a wide range of functional disability types (e.g., visual, auditory, cognitive, motor), and, if required, remediated prior to final acceptance. Testing must include compatibility with commonly used assistive technologies (e.g., JAWS, NVDA, VoiceOver, ZoomText, Dragon NaturallySpeaking). The Contractor must provide documentation such as Voluntary Product Accessibility Template (VPAT) or equivalent Accessibility Conformance Report (ACR), detailing compliance and describing the testing methodology.

  4. Public Rights-of-Way Accessibility (PROWAG)

  Any design, construction, or alteration involving pedestrian facilities, sidewalks, curb ramps, crosswalks, or public rights-of-way must conform to the latest applicable version of the U.S. Access Board’s Public Rights-of-Way Accessibility Guidelines (PROWAG), as adopted by the U.S. Department of Justice, Department of Transportation, or other relevant authority.

  5. Corrective Action and Liability

  The Contractor shall be held responsible for correcting any noncompliant work or deliverables identified by the City of Pasadena or any enforcement agency, at no additional cost. The City of Pasadena reserves the right to withhold payment, suspend work, or terminate the contract for failure to meet accessibility requirements.

  The Contractor shall indemnify and hold harmless the City of Pasadena, its officers, agents, and employees from any claims, damages, or liabilities arising from noncompliance with applicable accessibility laws or guidelines.

  6. Certification of Compliance

  By submitting a proposal, the Contractor certifies that it has reviewed and will comply fully with all applicable federal, state, and local accessibility laws, including the ADA, CBC, Title 24, and PROWAG, and will ensure that all subcontractors do the same.

  ---

• 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.”

• 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.

• WATER PIPELINE MATERIALS —

  This section describes the materials required for water pipeline systems and associated construction activities. 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 or his/her authorized representatives.

  Payment for water pipeline materials shall be included in the unit price for the applicable bid items on the Bidder's Proposal and shall include full compensation for all labor, equipment, materials, and incidentals necessary to complete the work. No additional payment will be made therefor.

  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:

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

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

  The General Manager or his/her authorized representatives shall at all times have access to manufacturing and test facilities and the right to inspect work and materials. The manufacturer shall provide the General Manager or his/her authorized representatives with reasonable access to information regarding the progress of work and the character and quality of materials 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

  All pipe fittings present on the water pipe and within the restraint distance specified on the water main construction plans on each side of mainline valves and fittings shall be fully restrained against axial movement on both sides of each fitting.

  3. Mechanical Joints

  Class 350 mechanical joint fittings, 4-inch through 12-inch, 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 the General Manager or his/her authorized representatives.

  4. 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 resistance as 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 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 a 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 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 ensure proper torque. The restraint shall have a rated working pressure of 350 psi in sizes 16 inches and smaller. The restraint shall be a Megalug Series 1100 manufactured by EBAA Iron, Uni-Flange Series 1400 manufactured by Ford, or an approved equal.

  5. Pipe Flanges

  4-inch through 12-inch 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.

  6. Bolted Flexible Couplings — Groove Type

  Groove type flexible couplings, where required, shall consist of malleable iron housing clamps in segments, rubber gaskets, and oval track head bolts. The housing clamps shall be formed from malleable iron conforming to ASTM A47, Grade 32510. The housing shall have keys formed to fit grooves in the pipe to be joined, designed to resist longitudinal forces and to permit angular deflection. Gaskets shall be molded from Grade B natural rubber.

  7. Bolted Flexible Couplings — Sleeve Type

  Flexible sleeve type couplings shall have diameters suitable to properly fit the outside of the pipes being connected. Each coupling shall consist of a cast iron beveled sleeve, two follower flanges, two rubber-compounded wedge section gaskets, and sufficient track head bolts to properly compress the gaskets. A pipe stop on the middle ring that limits the movement of the coupling will not be permitted. The couplings shall have strength equal to or greater than the pipes being joined.

  8. Gate Valves

  Valves 4-inch through 12-inch 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 A536. Valves shall comply with the requirements of AWWA C515 and C509, except as modified or augmented in these Specifications. Operating nut shall be 2-inch square unless otherwise specified.

  The valve wedge shall be ductile iron ASTM A536 encapsulated with a bonded-in-place nitrile rubber elastomer covering. Minimum thickness of the rubber seating area shall be ¼ inch. The wedge shall be symmetrical and 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 nitrile 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 cap screws retaining the operating nut shall be hex head bolts and nuts, Type 18-8, ASTM A593, Group 1, 304 stainless steel.

  A fusion bonded epoxy coating shall be applied to all internal and external ferrous surfaces, including bolt holes and body-to-bonnet flange surfaces, complying with AWWA C550. The fusion bonded epoxy coating material shall be 3M Company Scotchkote 134 or approved equal. Coating thickness shall be not less than eight (8) mils.

  Prior to application of the coating, valve surfaces shall be thoroughly cleaned of all contaminants including oil, grease, and wax by solvent washing or steam cleaning. Surface projections shall be removed and sharp edges rounded to ensure 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 documents or plans and shall comply with the following requirements:

  • Flange ends shall conform to dimensions and drilling of Class 125 ANSI/AWWA C110/A21.1.
  • Mechanical joint ends shall conform to dimensions of ANSI/AWWA C153/A21.53.
  • Push-on (Tyton) joint ends shall conform to dimensions of ANSI/AWWA C153/A21.53.

  Valves shall be American Flow Control, Clow, M&H, Mueller Co., U.S. Pipe, or an approved equal.

  9. Tapping Valves and Sleeves

  Tapping valves shall have one mechanical joint end. 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 operation of the tapping machine.

  All tapping sleeves will be used for tapping a water main under pressure for the purpose of taking off a branch water line. Tapping sleeves for ductile iron pipe shall have a minimum working 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 shall be Mueller Model H615 or approved equal.

  10. Small Valves and Accessories

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

  1. Air valves shall be Cla-Val 2-inch Model 33 or APCO Combination Air Valve (1-inch Model 143C, 2-inch Model 145C).
  2. Corporation stops, curb stops, and angle meter stops shall be the ball type, of bronze construction, manufactured by J. Jones Company, Mueller Co., or approved equal. Male thread inlets on buried stops shall conform to standard thread for underground service line fittings as set forth in AWWA C800.
  3. Valve materials 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 five percent (5%) zinc or more than two percent (2%) aluminum.

  11. Valve Can

  1. 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 Standard Drawing S-207. The Contractor shall construct a concrete base for valve covers per Pasadena Public Works Standard Plan S-207. After the concrete has cured for a minimum of forty-eight (48) hours, a tack coat shall be applied and AC or ARHM surface course material shall be placed to finished pavement grade.
  2. Operator extensions and sleeves shall be centered and set plumb over the valve operator nut.
  3. 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 twelve (12) inches of the finished ground surface.
  4. Operator extension shaft, nut, socket, and centering guide shall be painted with one coat of red paint after fabrication.
  5. The valve can and valve box shall be set flush with the finished pavement surface per Standard Plan Drawings G-910 and G-998.
  6. The valve box will be provided by the City and shall conform to Standard Plan Drawing G-1225.
  7. 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.
  8. Painting Water Valve Box Covers — All new and existing water valve box covers shall be properly prepared and painted as specified below, whether or not the valve box cover is already painted:
  • Distribution Valves — Blue
  • Transmission Valves — White
  • Fire Hydrant Valves — Yellow
  • Fire Line Valves — Red
  • Recycled Water Main Valves — Purple

  Paint valve lids with Kelly Moore 5880 DTM Gloss Enamel or approved equal.

  9. Valve Markers — The Contractor shall furnish and install round water valve markers on the curb adjacent to all valve cover locations. The markers shall be affixed with an adhesive manufactured for this purpose and shall be approved by the City prior to installation. All costs involved in furnishing and installing valve markers, including painting, shall be included in the unit prices bid for the various related items of work. No additional compensation will be made therefor.
• 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.

• 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).”

• WATER PIPELINE INSTALLATION —

  Payment for water pipeline installation shall be included in the unit price for the applicable bid items on the Bidder's Proposal and shall include full compensation for all labor, equipment, materials, and incidentals necessary to complete the work. No additional payment will be made therefor.

  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 the 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 Contractor 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 Contractor's 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 shall assume responsibility for any damage due to this cause. At its own expense, the Contractor shall 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 acceptance by the General Manager or his/her authorized representatives.

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

  During construction, the Contractor shall make every effort 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 and the Contractor shall pump out all standing water until the trench is completely dry and suitable for backfilling.

  The Contractor shall notify all affected consumers forty-eight (48) hours in advance of any disruption to their water service. The City will furnish the Contractor with door knob handout cards for distribution to customers affected by shutdowns. This disruption will occur when water mains are shut down for tie-ins.

  The proposed pipeline alignment is shown on the contract drawings. The Contractor shall make exploratory excavations (potholes) a minimum distance of two hundred (200) feet in advance of trenching to determine the exact locations and depths of all utilities crossing the alignment, and shall review the pipeline profile with the General Manager or his/her authorized representatives 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 representatives.

  The Contractor's unit prices for water main installation shall include full compensation for all joint deflection, roping, and additional fittings, bends, angles, couplings, or appurtenances necessary to clear any existing utilities, structures, or obstructions shown on the contract drawings or identifiable through reasonable review of the contract documents and pre-construction potholing required under these Specifications. The Contractor shall account for all such costs in the applicable bid items at the time of bidding. No additional compensation will be made for roping, joint deflection, or additional fittings required to avoid conflicts with utilities or obstructions depicted on the contract drawings or discovered during the pre-construction potholing required herein. Additional compensation through the change order process will only be considered for conflicts with utilities or obstructions that are not shown on the contract drawings, could not have been identified through reasonable review of the contract documents, and were not discoverable through the pre-construction potholing required under Section 9.15.

  The Contractor shall furnish all plant, equipment, materials, transportation, superintendence, labor, and workmanship necessary to install new Class 52 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, stormwater control, disposal of excess materials, and all incidentals, as directed by the General Manager or his/her authorized representatives.

  2. Concrete Thrust Blocks

  All tees, elbows, crosses, offsets, fire hydrants, and plugged pipe ends shall have concrete thrust blocks or collars with a minimum acceptable bearing area against undisturbed earth, or as indicated on the plans. All concrete used in constructing thrust blocks shall attain a minimum compressive strength of 2,000 psi. PWP Standard Drawing G-1229 provides additional information on thrust block requirements. Note that Drawing G-1229 provides minimum required thrust block bearing area for pipes with a maximum internal working pressure of 100 psi only, and does not provide sizing for vertical thrust blocks with anchor rods, which are based on thrust block weight rather than bearing area. For pipes with an internal water pressure in excess of 100 psi, or that require vertical thrust blocks with anchor rods, the Contractor shall submit calculations to the General Manager or his/her authorized representatives with the proposed sizing of the thrust blocks for review and acceptance.

  3. System Shutdown

  A system shutdown is the temporary isolation of an active water main by closing existing gate valves to allow the Contractor to perform tie-ins, connections, or other work requiring the water main to be taken out of service. Shutdowns are coordinated and executed by Pasadena Water Crews and are subject to scheduling approval by the General Manager or his/her authorized representatives.

  The Contractor shall be aware that existing valves may not achieve a complete seal upon closure, and some amount of water may continue to pass through the valve during the shutdown period. The Contractor shall plan and prepare accordingly, including having pumping equipment and dewatering capabilities on site prior to the shutdown. The City makes no guarantee that the system can be fully isolated and accepts no responsibility for delays or additional costs arising from valve leakage during shutdown operations.

  The Contractor shall be responsible for all standby costs, equipment costs, and labor costs incurred during the first rescheduling of any shutdown at a given location, regardless of the reason for rescheduling. In the event a shutdown at the same location must be rescheduled a second time due solely to one of the following City-caused conditions: (1) failure of an existing isolation valve to achieve adequate shutoff as determined by the General Manager or his/her authorized representatives, or (2) an emergency water system operation declared by PWP that requires reallocation of water crew resources, the Contractor may submit a written request for reimbursement of documented direct costs only, limited to labor and equipment on site during the scheduled shutdown window, with no markup for overhead or profit. For any rescheduling beyond two (2) occurrences at the same shutdown location due solely to one of the two City-caused conditions listed above, the Contractor shall be entitled to reimbursement of direct costs plus fifteen percent (15%) for overhead and profit, in accordance with the change order provisions of Section 9.7. Rescheduling caused by any reason other than the two conditions listed above, including but not limited to contractor unreadiness, shall not entitle the Contractor to any reimbursement regardless of the number of occurrences.

  The Contractor shall at all times maintain pumping and dewatering equipment on site during all scheduled shutdown windows regardless of rescheduling history. Rescheduling caused by the Contractor's failure to provide required advance notice, failure to have equipment on site, or failure to meet any other contractual requirement shall not entitle the Contractor to any compensation regardless of the number of occurrences.

  The Pasadena Water Crews will perform the initial and subsequent gate operations to isolate the mains affected. The Contractor shall notify the General Manager or his/her authorized representatives not less than five (5) working days in advance when such service is desired. The Contractor shall notify all residents and businesses affected by the shutdown not less than two (2) working days in advance of the requested shutdown. No standby time will be paid to the Contractor if the Contractor must wait for the main to be shut down and/or dewatered due to failure to provide the required written notice. If it is necessary to drain the main in the Contractor's work area, it shall be the Contractor's responsibility to dispose of said water. The Contractor shall provide backup pump(s) for the dewatering process.

  4. Installing Ductile Iron Pipe and Fittings

  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 used in 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 used in joining pipe shall be substantially in accordance with the pipe manufacturer's recommendations.

  Restrained Joints. Pipe ends modified to provide restrained movement shall be joined in a manner similar to plain push-on joints. Pipe and fittings shall be kept level and in straight alignment, and pipe sections shall be pulled together slowly to ensure that the gasket and struts remain in proper position during joint assembly. After the spigot has entered the socket but before the struts engage, the position of the gasket shall be verified. 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.

  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. Cold chisel cuts and flame cutting by oxyacetylene torch will not be permitted. Pipe cuts shall be done in a neat and workmanlike manner without damage to the pipe or cement lining, leaving a smooth end at right angles to the axis of the pipe.

  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.

  Corrosion Protection. Ductile iron pipe underground shall be protected against external corrosion by loose polyethylene sleeves in accordance with AWWA C105. Polyethylene encasement shall be in accordance with AWWA C105. Tears shall be repaired and joints made with double plastic tape wrap. Tape wrap manufacturers shall be Polyken Pipeline Coatings Polyken No. 910, The Tapecoat Company Tapecoat CT, or equal.

  5. Installing Domestic Service Laterals

  Two-inch, one and one-half inch, and one-inch service laterals on mains shall be installed by the Contractor per City Standard. Each service lateral shall consist of the corporation stop, angle meter stop, meter box and lid, together with sufficient copper tubing to locate the future meter installation at the proper location and grade.

  Meter boxes shall be supplied by the City and installed by the Contractor at such time and place as directed by the General Manager or his/her authorized representatives. Meter boxes located in areas subject to traffic loading, or located behind a rolled curb, shall be installed with an approved cast iron meter lid.

  Service laterals shall be installed perpendicular to the centerline of the street. The copper tubing shall be cut of sufficient length to allow the tubing to be snaked in the trench. All new services shall be flushed to remove all air and debris from the line.

  Special consideration shall be given to backfill and compaction in the area adjacent to the copper tubing. The area adjacent to the tubing shall extend not less than four (4) inches below and four (4) inches above the copper tubing and shall include the entire width of the trench. All backfill shall consist of loose earth or sand free of stones, clods, or other deleterious materials.

  Backfill material shall be placed under the service lateral to create a firm laying bed prior to placing any material over the top of the lateral. Loading of the backfill by mechanical means directly over the exposed service tubing shall not be permitted.

  6. Installing Fire Hydrant Head and Service Lateral

  Fire hydrants shall be the wet barrel type, 6-inch x 4-inch x 2½-inch with 8 low flange bolts and nuts. The hydrant head shall be made of bronze and shall withstand a hydrostatic pressure of four times the working pressure. The hydrant shall feature independent valve parts, shall be engineered to function as a unit, and shall be painted standard safety yellow.

  The inlet shall be a 6-inch flange conforming to dimensions and drilling of Class 125 ANSI/AWWA C110/A21.1. All hydrants shall be Jones J-3710 or approved equal.

  The hydrant bury shall be made of ductile iron with a 6-inch mechanical joint inlet conforming to the dimensions of ANSI/AWWA C153/A21.53. The outlet shall be a 6-inch flange conforming to dimensions and drilling of Class 125 ANSI/AWWA C110/A21.1. The bury shall be lined and seal coated in accordance with ANSI/AWWA C104/A21.04.

  The hydrant extension spool shall be made of ductile iron with a 6-inch flange conforming to dimensions and drilling of Class 125 ANSI/AWWA C110/A21.1. The length of the hydrant extension spool shall be in compliance with PWP Standard Plan C-1327. The extension spool shall be lined and seal coated in accordance with ANSI/AWWA C104/A21.04.

  A. Fire hydrants that are out of service:

  • All such hydrants shall be approved by both PWP and Fire Prevention.
  • All such hydrants shall be securely covered to completely conceal the fire hydrant. The bag or cover shall be secured in place with a lock or zip-ties.
  • Pasadena Fire Communications shall be notified each day of all out-of-service hydrants.

  B. Pasadena Fire Communications shall be notified of the following (call 626-744-4655):

  • Any fire hydrants that will be out of service
  • Any areas or fire hydrants that will be affected by turning down water main valves
  • Any streets that will be closed or where traffic patterns will be affected

  7. Installation of Valves

  1. 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 valves to prevent damage and ensure proper installation. Where applicable, all valves shall be marked to correspond to the designation on the drawings. Care shall be taken to install valves properly with respect to the direction of flow where applicable. The Contractor shall complete a gate valve slip for every valve installed, indicating the size, type, and location of the valve. These slips will be furnished to the Contractor by the General Manager or his/her authorized representatives.
  2. Air Release Valve Installations. The Contractor shall install air release valves at the locations shown on the plans. The plans shall indicate the outlet station, 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 at a continuous upgrade 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 smaller air valves, all joints shall be seat welded with 95/5 solder unless shown as a screwed fitting. The riser shall be soft 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.
  3. 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 upgrade 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.
  4. Blowoff Valve Installations. The Contractor shall install blowoff valves at the locations shown on the plans in accordance with 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 sidewalk areas, the sidewalk shall be sawcut and removed to the nearest score line. The manhole cover and rim shall be set to sidewalk grade and the sidewalk replaced. Where blowoff manholes are placed in unpaved areas, the cover and rim shall be set one (1) foot above the existing ground surface or as directed by the General Manager or his/her authorized representatives. The manhole cover and rim shall be Alhambra Foundry A-1254, diamond thread finish, lettered WATER. The Contractor shall construct a concrete base for valve covers per Pasadena Public Works Standard Plan S-207. After the concrete has cured for a minimum of forty-eight (48) hours, a tack coat shall be applied and AC or ARHM surface course material shall be placed to finished pavement grade.

  8. Existing Valves and Piping to be Abandoned

  Where indicated on the drawings or where directed in the field, valves in water lines to be abandoned shall be removed or salvaged. Existing valves on fire hydrant assemblies that are to be relocated or abandoned shall be removed or salvaged where indicated, and the hydrant branch on the main shall be sealed. Excavation and backfill shall conform to the applicable requirements of these Specifications. All sections of piping in water lines to be abandoned shall have the open ends sealed with plugs as shown on the drawings or as otherwise approved by the General Manager or his/her authorized representatives.

  9. Sewer Clearance

  The Contractor shall notify the Pasadena Public Works Department of any damaged or leaking sewer and shall replace and encase as directed. Broken or damaged sewer laterals caused by the Contractor or its subcontractors due to negligence shall be immediately repaired or remodeled per City of Pasadena Standard Drawing S-301. The Contractor shall take special precautions to adequately support and backfill at such lateral locations.

  Water mains shall be protected from raw water and sewage in accordance with California Code of Regulations, Title 22, Section 64572.

  Water mains shall maintain at least ten (10) feet of separation from existing sewer mains.

  When the water main perpendicularly crosses over a sewer line, 4-inch and larger, clearance of less than 4 inches out to out is prohibited. The nearest water joint shall be at least four (4) feet from the sewer main.

  When the water main perpendicularly crosses under a sewer line, 4-inch and larger, clearance of less than 4 inches out to out is prohibited. The nearest water joint shall be at least ten (10) feet from the sewer line.

  10. 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 shall remain in service during construction, and shutdown time shall 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 not less than five (5) working days prior to making connections to the existing mains. The time of making connections shall be subject to the approval of the General Manager or his/her authorized representatives, and in no event shall the existing pipeline be out of service for more than four (4) hours.

• FIELD HYDROSTATIC TESTING —

  The Contractor shall conduct pressure and leakage tests on the main in accordance with Section 5 of AWWA Standard C600-17. The maximum length of pipe that may be pressure tested at any one time is 1,200 feet. The only exception, at the discretion of the General Manager or his/her authorized representatives, is if the 1,200-foot test endpoint falls at an unreasonable location and a proper test endpoint exists within 100 feet or less.

  The hydrostatic test pressure shall be applied for twenty-four (24) hours before the test begins to allow the lining material to absorb as much water as possible. The source of potable water used for pressure testing shall be flushed prior to use to ensure that contaminants or debris are not introduced into the new pipe.

  No later than five (5) business days prior to initiating any testing, the Contractor shall submit a field hydrostatic testing, flushing, and disinfecting plan for approval by the General Manager or his/her authorized representatives. No testing shall commence until the plan has been approved.

  When conducting the test, the water pressure shall be raised, based on the elevation at the lowest point in the line, to a level such that the test pressure is 1.5 times the normal operating pressure or 150 psi, whichever is greater. The test pressure shall be maintained for at least two (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 exceeds the calculated value using the formula in Section 5.2.1.4 of AWWA Standard C600-17. Following the pressure test, the pipeline shall be carefully inspected for evidence of leakage. If the test fails, the Contractor shall make all necessary corrections and repeat the test until it passes.

  If the pipeline fails a pressure test on three (3) or more separate attempts at the same test section, the Contractor shall, prior to any further testing, excavate and visually inspect the full length of the failed test section at its own expense to identify the source of leakage. The Contractor shall submit a written corrective action plan to the General Manager or his/her authorized representatives for review and approval prior to backfilling and retesting. No additional testing shall commence until the corrective action plan has been approved. All costs associated with re-excavation, inspection, corrective work, and retesting shall be borne by the Contractor.

  Payment for field hydrostatic testing shall be included in the unit price for the applicable bid items on the Bidder's Proposal and shall include full compensation for all labor, equipment, materials, and incidentals necessary to complete the work. No additional payment will be made therefor.

• 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.

• 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.

• 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

• 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.

• 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 in accordance with AWWA Standard C651-14. The maximum length of pipe that may be disinfected at any one time is 1,200 feet. The only exception, at the discretion of the General Manager or his/her authorized representatives, is if the 1,200-foot endpoint falls at an unreasonable location and a proper endpoint exists within 100 feet or less.

  The disinfection of the new main shall be completed per AWWA Standard C651-14 and sample collection shall be performed by properly licensed and certified personnel. The Contractor shall seek approval by the General Manager or his/her authorized representatives of the subcontractor used for disinfection and sample collection activities prior to commencing work. The flushing and disinfecting plan shall be submitted and approved as part of the combined field hydrostatic testing, flushing, and disinfecting plan required prior to initiating the work.

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

  1. 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).
  2. Disinfection shall 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 twenty-four (24) hours. The concentration shall not decrease more than 10 mg/L during that 24-hour period. If the chlorine concentration decreases more than 10 mg/L, the chlorination process shall be repeated. If the test fails twice, the facility shall be drained and the source of the problem identified and eliminated before reinitiating the chlorination process.
  3. After disinfection, the main shall be flushed with at least one pipe volume of water. Flushing shall continue until all super-chlorinated water has been replaced. This water shall be dechlorinated prior to discharge as described in Section 3.17 of these Specifications.
  4. The water in each disinfected facility shall be tested after twenty-four (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 Method with Plate Count Agar (Standard Methods 9215B), and pH. The approved subcontractor shall collect the water samples and deliver them to a designated test laboratory under chain-of-custody documentation. Sample results must show TC/EC absent (negative), HPC density of less than 500 cfu/mL, and pH of 6 to 8. If all three tests produce acceptable results, a second set of samples shall be taken after an additional twenty-four (24) hours and all three tests repeated. The following criteria apply: A. If both the 24-hour and 48-hour samples produce acceptable results for all three tests, the facility is disinfected and may be placed into service. B. If one set of samples fails to produce acceptable results for all three tests, steps 3 and 4 above shall be repeated. C. If both the 24-hour and 48-hour samples fail to produce acceptable results for all three tests, steps 1 through 4 above shall be repeated.

  Payment for flushing and disinfecting shall be included in the unit price for the applicable bid items on the Bidder's Proposal and shall include full compensation for all labor, equipment, materials, and incidentals necessary to complete the work. No additional payment will be made therefor.

• 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.  

• DAILY REPORTS —

  The Contractor shall keep the General Manager or his/her authorized representatives informed of its progress on a daily basis. The superintendent shall complete a daily report identifying the crew size and names, equipment utilized, work accomplished, and any other remarks relevant to the project. The completed daily report shall be submitted to the on-site inspector via email by the end of each work day.

  As-built drawings shall be updated daily to reflect work completed and shall be submitted to the General Manager or his/her authorized representatives on a weekly basis or as otherwise directed.

• 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.

• 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.

• FINAL CLEANING —

  At all times, the Contractor shall keep the premises free from the accumulation of waste materials and rubbish caused by the Contractor's or subcontractor's employees or operations. Upon completion of the work, the Contractor shall remove from the site all tools, equipment, buildings, temporary structures, unused materials, concrete forms, temporary project markings, scaffolding, rubbish, and other materials belonging to it or used under its direction during construction, and shall leave all work clean unless specified otherwise. In the event the Contractor fails to remove all materials and rubbish, the City may do so at the Contractor's expense, and its sureties shall be liable therefor.

• 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.

• AS-BUILT DRAWINGS, AND GATE CARDS —

  The Contractor shall furnish a final full-size set of as-built redline hard copy drawings to the General Manager or his/her authorized representatives no later than ten (10) calendar days after completion of the work. The as-built drawings shall constitute a record of the construction as installed and completed by the Contractor and shall include all information shown on the contract drawings, a record of all deviations, modifications, or changes from those drawings however minor that were incorporated into the work, all additional work not appearing on the contract drawings, and all changes made after final inspection. In the event the Contractor accomplishes additional work that changes the as-built conditions of the facility after submission of the as-built drawings, the Contractor shall furnish revised and/or additional drawings as required to depict current as-built conditions. The requirements for such additional drawings shall be the same as for the original as-built submission.

  The Contractor shall also complete gate valve cards furnished by the City for every gate valve and fire hydrant installed. Gate valve cards shall be submitted at the time of each progress payment application.

• Funding Source —

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

• SUBMITTAL REQUIREMENTS AND SUBMITTAL LOG —

  Within five (5) business days of the pre-construction meeting, the Contractor shall prepare and submit to the General Manager or his/her authorized representatives a master submittal log identifying every submittal required under the contract documents. The submittal log shall include, at minimum, the submittal item description, the specification section requiring the submittal, the required submission date, the current status, and the date submitted and approved where applicable. The Contractor shall update and resubmit the submittal log with each monthly progress payment invoice. Failure to maintain a current and accurate submittal log shall be grounds for rejection of the monthly invoice until the log is brought current.

  No work associated with a required submittal shall commence until that submittal has been reviewed and approved in writing by the General Manager or his/her authorized representatives. The Contractor shall not be entitled to a time extension or additional compensation for delays caused by the Contractor's failure to submit required documents in a timely manner. The City's review period for any submittal shall not exceed ten (10) business days from the date a complete and conforming submittal is received.

• PUNCH LIST AND FINAL COMPLETION —

  Upon determining that the work is substantially complete, the Contractor shall submit a written request to the General Manager or his/her authorized representatives for a final inspection. The written request shall not be considered complete unless accompanied by a complete set of as-built redline drawings conforming to the requirements of Section 9.32 and all gate valve cards for every gate valve and fire hydrant installed on the project. Incomplete final inspection requests will be returned to the Contractor without action and the ten (10) business day inspection clock shall not begin until a complete and conforming request is received.

  The Contractor shall complete all punch list items within thirty (30) calendar days of receiving the written punch list, unless a different timeframe is approved in writing by the General Manager or his/her authorized representatives. Upon completion of all punch list items, the Contractor shall notify the General Manager or his/her authorized representatives in writing requesting final acceptance. The General Manager or his/her authorized representatives shall conduct a final walkthrough within ten (10) business days of receiving the Contractor's written notification.

  Final payment shall not be released, and the Notice of Completion shall not be filed, until all punch list items have been completed and accepted in writing by the General Manager or his/her authorized representatives. If the Contractor fails to complete punch list items within the thirty (30) calendar day period, the City reserves the right to complete the remaining items by other means and deduct all associated costs from the final payment amount.

• REPAVING —

  1. General

  All temporary and permanent paving and any required replacement of sidewalks, driveways, curbs, and gutters required by the plans and/or these 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 APWA 132-1, APWA 134-1, S-403, S-406, S-414, S-415, S-416, S-417, S-420, S-421, and S-422 as included in these Specifications. In the event of a conflict between these Specifications and the Standard Plans, the more stringent requirement shall apply.

  It is presumed that the paving depth in Villa Street and Colorado Boulevard varies. When working in Villa Street from Hill Avenue to Palo Verde Avenue and Colorado Boulevard from Patrician Way to Melrose Avenue , the total depth of asphalt concrete restoration shall be eight (8) inches. Where there is concrete pavement, the total depth of restoration shall be twelve (12) inches.

  2. Temporary Paving

  Upon completion of backfill operations at the end of each work day, the Contractor shall place temporary asphalt concrete (AC) pavement over all open trench areas within the roadway to restore a safe and flush driving surface. Temporary paving shall be compacted flush with the existing pavement grade. The Contractor shall maintain all temporary paving in a safe and acceptable condition throughout the duration of the project and shall repair any settlement, rutting, or deterioration immediately upon direction by the General Manager or his/her authorized representatives, at no additional cost to the City.

  3. 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 (1) foot from the trench edge and shall present a smooth, straight, uniform edge. Saw-cut edges with no appreciable sloughing of base or subgrade along the face of the joint are required. No cold-plane or hand-cut edges will be accepted as a substitute for saw-cutting. 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.

  Insofar as practical, all pavement cuts shall be made at right angles or parallel to the nearest outer edge of gutter. If a utility trench in bituminous pavement falls within three (3) feet of the outer edge of a gutter, the General Manager or his/her authorized representatives 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 representatives may require additional pavement removal.

  Unless otherwise shown on the plans or specified in these Specifications, the thickness of drive aprons and sidewalk shall be as follows:

  • Drive Aprons: Equal to existing, minimum six (6) inches
  • Sidewalk: Equal to existing, minimum four (4) inches

  4. Asphalt Concrete Pavement

  Asphalt concrete pavement restoration shall conform to Pasadena Standard Plan S-416. The existing wearing course is rubberized asphalt concrete and shall be replaced in kind. The Contractor shall use a minimum 2-ton roller for compaction of base pavement of the trench and a minimum 3-ton roller for the wearing course. Trenches and excavations with a final cap width of five (5) feet or wider shall be machine paved.

  5. Concrete Pavement

  Concrete pavement restoration shall conform to Standard Drawings S-422 and S-417 and Section 302-6 "Portland Cement Concrete Pavement" of the Standard Specifications.

  When steel plates are used to cover any concrete paving, the Contractor shall spread 30 or 60 grit silica sand on the PCC pavement surface prior to placing hot mix asphalt to eliminate bonding between asphalt and concrete. The Contractor shall remove any residual asphalt stains left on concrete pavement after construction.

  6. Striping and Pavement Markers

  All pavement striping, markings, and raised pavement markers removed or damaged as a result of the Contractor's operations shall be restored to their original configuration upon completion of permanent paving. Restoration of striping and markers shall be completed within five (5) calendar days of permanent paving placement and shall match the type, color, and dimensions of the original markings.

  7. Completion of Final Paving

  Bidder understands that time is of the essence in the performance of the work. Unless otherwise specifically permitted in writing by the General Manager or his/her authorized representatives, the Contractor shall complete all final paving within ten (10) working days after trenches have been backfilled. If the Contractor fails to complete final paving within this period, the City reserves the right to backcharge the Contractor for all City inspection costs, engineering oversight costs, and administrative costs incurred as a result of the paving delay, to be deducted from the next scheduled progress payment. If final paving is not completed within twenty (20) working days after trenches have been backfilled without written approval from the General Manager or his/her authorized representatives, the City may arrange for final paving to be completed by others and deduct all associated costs from amounts due to the Contractor.

  8. Payment

  Payment for street repaving and repairs shall be included in the unit price for the applicable bid items on the Bidder's Proposal and shall include full compensation for all labor, equipment, materials, and incidentals necessary to complete the work, including temporary paving, permanent paving, saw-cutting, and restoration of striping and pavement markers. No additional payment will be made therefor.

• PROGRESS PAYMENT AND INVOICE REQUIREMENTS —

  The Contractor shall submit progress payment invoices to the General Manager or his/her authorized representatives on a monthly basis. All invoices shall be submitted no later than the 20th day of each calendar month for work completed through the end of the prior month. Invoices submitted after the 20th of the month will be held for processing in the following month's payment cycle and shall not entitle the Contractor to any claim for delay in payment.

  Each invoice shall include, at minimum, a completed payment application form, a schedule of values breakdown showing work completed to date and in the current period, all required certified payroll documentation, a current updated construction schedule, and any lien waivers required by the contract. All certified payroll records shall be submitted in compliance with the California Department of Industrial Relations requirements for public works projects and shall be submitted on DIR Form A-1-131 or equivalent DIR-approved format. Invoices submitted without compliant certified payroll documentation shall be considered incomplete and will be rejected and returned to the Contractor regardless of whether all other invoice requirements have been met. Invoices that are incomplete or do not include all required documentation will be rejected and returned to the Contractor, and the submittal deadline of the 20th shall not be considered met until a complete and conforming invoice is received by the City.

  The Contractor may not request payment for materials delivered to the project site or any storage location that have not been incorporated into the work. Payment will only be made for work that has been physically installed and accepted in place by the General Manager or his/her authorized representatives. Delivery of materials to the site or a storage location does not constitute incorporation into the work and shall not entitle the Contractor to any payment or credit against the contract amount.

  No payment will be made for installed water pipe or associated appurtenances until the applicable pipeline segment has been fully installed, successfully passed the field hydrostatic pressure test required under Section 9.28, backfilled in accordance with Section 9.23, and base paved in accordance with Section 9.35. Partial credit or progress payment for any pipeline segment that has not met all four conditions shall not be allowed, regardless of the percentage of installation complete. The Contractor shall account for this payment condition when preparing its schedule of values and construction schedule.

  The City's payment obligation shall be governed by the applicable provisions of the California Public Contract Code.

• DEFECTIVE MATERIALS —

  All materials not conforming to the requirements of these Specifications shall be considered defective. All such materials, whether in place or not, shall be rejected and 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 by the General Manager or his/her authorized representatives. Upon failure of the Contractor to comply with any order of the General Manager or his/her authorized representatives made under the provisions of this section, the General Manager or his/her authorized representatives shall have the authority to remove and replace the defective material and to deduct the cost of removal and replacement from any amounts due or to become due the Contractor.

• TRAFFIC STRIPING AND MARKINGS —

  Payment for traffic striping and markings shall be included as a lump sum price in the "Furnish and Install Channelization/Striping, Pavement Markings" bid item on the Bidder's Proposal and shall include full compensation for all labor, equipment, materials, and incidentals necessary to complete the work. No additional payment will be made therefor.

  1. General

  The installation of traffic striping, pavement markings, and curb markings shall be in accordance with Section 310.5.6 of the Standard Specifications for Public Works Construction, or as directed by the General Manager or his/her authorized representatives. The Contractor shall reinstall all existing traffic striping and markings removed or obliterated by construction operations, consistent with the requirements of the REPAVING section of these Specifications.

  2. Permanent Channelization Striping and Pavement Markings

  All permanent channelization striping and pavement markings shall conform to Sections P-310-5.6 under "Painting" and Section P-210-1.6 under "Paint for Traffic Striping and Markings" of the Pasadena Supplements. Paint materials shall comply with Caltrans Standard Specifications Section 84-3; either solvent-borne or water-borne paint may be used.

  The General Manager or his/her authorized representatives will provide the Contractor with channelization drawings and sketches showing the striping layout.

  All "cat tracking" shall be laid out on each street within twenty-four (24) hours after the street is fully open to traffic and shall be approved by the General Manager or his/her authorized representatives prior to installation of permanent striping. Until "cat tracking" is laid out, traffic delineators shall be placed and maintained by the Contractor in a manner acceptable to the General Manager or his/her authorized representatives.

  Where painting is required, permanent channelization striping and pavement markings shall receive two (2) coats of paint and shall be installed per the applicable City of Pasadena Traffic Division Standard Drawings. The first application shall take place within forty-eight (48) hours after the street is fully open to traffic, unless otherwise directed by the General Manager or his/her authorized representatives. The second application shall take place no sooner than seven (7) calendar days after the first application.

  The Contractor shall repaint all crosswalks and/or stop bars at all intersections within the limits of work. Two (2) coats of paint are required for all new and existing striping and pavement markings. When repainting existing crosswalks and/or stop bars, the Contractor shall notify the General Manager or his/her authorized representatives at least twenty-four (24) hours in advance of the second application so that it may be observed. No payment will be made for the second application if proper notice is not given.

  3. Raised Pavement Markers

  Raised pavement markers shall conform to the provisions of Section 85 "Pavement Markers" of the State Specifications. Adhesive for pavement markers shall conform to Section 95-2.04 "Rapid Set Epoxy Adhesive for Pavement Markers" (Specification No. 8040-21M-07) or hot melt bituminous adhesive per Section 85-1.055 "Adhesives" of the State Specifications and these Specifications.

  Pavement markers shall be located and installed in accordance with the contract plans, Specifications, and Standard Drawings, unless otherwise directed by the General Manager or his/her authorized representatives. All existing pavement markers within the project limits shall be removed and replaced.

  Existing blue raised pavement markers located near fire hydrants shall be replaced in kind at their original locations.

  Pavement markers shall be stored indoors and protected from moisture from the time of shipment to the job site until installation. Markers shall be maintained in a dry environment at sufficient warmth to preclude moisture condensation.

• LOOP DETECTORS —

  The installation of loop detectors shall comply with the provisions of Section 86-5 "Detectors" of the State Specifications, Caltrans Standard Plans ES-5A, ES-5B, and ES-5D, Standard Drawing S-976, and these Specifications.

  Unless otherwise shown on the plans, loops shall be circular, six (6) feet in diameter.

  Circular loops may be cut by either a core bit or circular loop cutter. Neither method shall cause any additional holes to be placed in the pavement for the purpose of anchoring the installation machine. The Contractor shall contact the Pasadena Traffic Management Center at (626) 744-4799 at least twenty-four (24) hours prior to cutting of traffic signal loops to allow for signal timing modification.

  All saw cuts shall be washed clean and vacuumed dry, leaving a clean, dry slot prior to the installation of loop wire. Residue resulting from saw cut operations shall not be permitted to flow across the roadway or into storm drain systems. Such residue shall be contained and removed from the roadway in a manner that prevents tracking by vehicles and pedestrians.

  Saw cuts shall be vertical. The depth and width of the cut shall be maintained even on crowded roadways. The width of the cut for loops shall be one-half (½) inch. The width of the cut between the loop(s) and the termination pull box shall be of sufficient width for the wires to be twisted as specified below. The maximum depth of all cuts shall be four (4) inches.

  The distance between the side of a loop and a lead-in saw cut from adjacent detectors shall be a minimum of two (2) feet. The distance between lead-in saw cuts shall be a minimum of six (6) inches.

  Where saw cuts for lead-ins cross joints or major cracks in the pavement, the pavement shall be removed one (1) inch on either side of the cut and on either side of the joint or crack to at least the depth of the saw cut. The wires shall be covered with sand, which in turn shall be covered with a minimum of one (1) inch of sealant.

  Loop detector wire shall conform to Section 86-5.01A(4), Type 2, of the Caltrans Standard Specifications. It shall be continuous and unspliced and shall be wound into the saw cut by hand, or preformed and stacked into the saw cut. Each turn shall be laid on top of the previous and secured in such a manner that it will remain in place and not float in the cut.

  The inductive loop wires shall begin and terminate in the pull box with a maximum of three (3) feet extending from the top of the conduit. Adjacent loops on the same sensor channel shall be wound in opposite directions. The wires between the loop and the pull box shall be twisted clockwise at a minimum of two (2) turns per foot.

  Loop detectors shown on the plans to be system detectors shall be installed with four (4) winds of wire. All other loop detectors shall be installed with three (3) winds of wire unless otherwise specified in the plans.

  After conductors are installed in the slots, the slots shall be filled with sealant to within one-eighth (⅛) inch of the pavement surface. The sealant shall be at least one (1) inch thick above the top conductor. Before setting, surplus sealant shall be removed from adjacent surfaces without the use of solvents.

  The sealant for filling saw cuts shall be hot-melt rubberized asphalt sealant, injected into the saw cut through a heated nozzle. Pouring sealant into the saw cut will not be permitted.

  Loop detector lead-in cable shall conform to Section 86-5.01A(4), Type B, of the State Specifications.

  Loop circuit pairs shall be identified and tagged in the termination pull box with the loop number specified in the plans. Each loop conductor shall be identified and tagged with the loop number, start (S), and finish (F).

  Payment for loop detectors shall be included in the unit price for the applicable bid items on the Bidder's Proposal and shall include full compensation for all labor, equipment, materials, and incidentals necessary to complete the work. No additional payment will be made therefor.

• NOTIFICATIONS – AFFECTED RESIDENTS/BUSINESSES —

  The Contractor shall be responsible for distribution of the general project information letter to all affected residents and businesses. The general project information letter shall be prepared by the City and distributed by the Contractor at least three (3) working days in advance of any construction work, per Section P-7-10.1.2 of the Pasadena Supplements and Modifications to the Standard Specifications for Public Works Construction (Greenbook).

  Additional notification letters for roadway closures shall be prepared by the City and distributed by the Contractor at least five (5) working days in advance of any affected construction work.

  For water shutdowns required to make tie-in connections, the Contractor shall notify all affected residents and businesses not less than two (2) working days in advance of the requested shutdown.

• NPDES REQUIREMENTS —

  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. The Contractor shall comply with all City directions in this regard during construction.

  The following shall be implemented:

  1. Handle, store, and dispose of all 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 as applicable.
  6. Check and repair leaking equipment away from construction sites.
  7. Designate a location away from storm drains for equipment refueling.
  8. Cover and seal catch basins if work in their vicinity may allow debris or deleterious liquids to enter.
  9. Prior to a rain event, sweep the construction site and remove catch basin inlet protection in street areas to prevent street flooding. Reinstall catch basin inlet protection after the rain event.
  10. Use vacuum extraction with all concrete sawing operations.
  11. Never wash excess material from aggregate, concrete, or equipment onto a street.
  12. Catch drips from paving equipment with drip pans or absorbent material.
  13. Clean up all spills using dry methods only.
• REQUIRED LICENSES —

  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 license issued by the State of California.
  • Class C-10 Electrical Contractor license is required for traffic loop detector repair and installation. This requirement may be satisfied by a licensed C-10 subcontractor.

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 Installation of Ductile Iron Water Mains in Villa Street and Colorado Boulevard - WD-26-03 due on Tuesday, July 21, 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)

• Prices must be valid for 180 days (required) —

  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.

• 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 NO VALUE 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
• CATALOG PRICING: (required) —

  While the materials and supplies listed in this solicitation represent a majority of the materials and supplies needed, there is a small percentage of items that are unknown at this time.  Therefore, bidders are required to, in addition to providing pricing for all materials and supplies, submit a catalog (PDF) with all available supplies or materials for future purchasing consideration as a part of this overall contract with their bid.  Catalog information must include per unit pricing.

• 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-0221).

  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 (contractor's License) license from the State of California, and C10

• California State Licensing Board Number (required) —

  Please enter your license number with the CSLB for: Class A (contractor's License) license from the State of California, and C10

• 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 $300k) (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 $300k)

  • Worker’s Compensation Certification
  • Federal Lobbyist Certification
  • Past Performance Certification
  • List of Proposed Subcontractors
• HUD Federal Forms (Over $300k) (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 $300k)

  • 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) —

  The HUD threshold is $300,000.  Please indicate whether or not the award amount is "At the threshold or more" OR "Below the threshold" of $300,000.

• Federal-Aid Project No. (required) —

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

• Additional Federal Attachments —

  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.

• 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)

• HR Compliance with AB 339 (When buying a service or labor) —

  If any of the following items apply, please contact HR (Jaime Arellano, jarellano@cityofpasadena.net; (626) 744-7301) for approval before you proceed.  DO NOT SUBMIT BEYOND THIS POINT UNTIL YOU HAVE OBTAINED APPROVAL FROM HUMAN RESOURCES.

• 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 Required to complete the Project (required) —

  Please enter a number only to represent the number of calendar days within which the contractor must complete the work.

• Include Liquidated Damages? (required)
• Liquidated Damages Amount (required) —

  Indicate the Liquidated Damages amount in dollars for this contract.  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 [$ Dollars] per day.

• 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.

• Include Price Adjustment Clause (required)
• Market Basket of Goods - Pricing Method (required) —

  A Market Basket of Goods are the materials and supplies currently in your Bidder's Proposal and represents a pricing method used in solicitations where vendors must provide prices for a representative list of the most commonly purchased materials and supplies. The current list —called the Market Basket—reflects the City’s anticipated purchasing. The materials in the Market Basket represent a defined percentage of the contract’s estimated value and consist of the top items the City purchases. While bidders must price all items in the Market Basket, they must also provide catalog pricing for all other available materials or supplies to cover items not specifically listed.

• What percentage of the total purchase does the Market Basket represent? (required)
• 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.
• Please include the full name of the funding agency (not the program): (required) —

  For Example: "Homeland Security"

• 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)
• 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.