Solar and Energy Storage Feasibility Across Municipal Facilities

The City of Pasadena (City) is seeking information from qualified firms to support initial Photovoltaic Solar (Solar) or Solar and Energy Storage (Hybrid) system feasibility assessments for selected City-owned facilities. The purpose of this Request for Information (RFI) is to gather information regarding consultant capabilities, technical approaches, estimated costs, implementation strategies, and available technologies related to Solar and Hybrid systems to support informed decision-making prior to committing to contracts or equipment purchases.

This RFI is for information and planning purposes only and does not constitute a solicitation for bids or proposals. Information gathered will be used to draft a Request for Proposals (RFP) for the Solar or Hybrid system design and installation in the near future.

Respondents may submit information for one, multiple, or all sites identified in this RFI. Respondents are encouraged to provide information for those sites for which they have relevant experience, capabilities, interest, or proposed solutions. Responses do not need to address every site identified in the RFI to be considered responsive for informational purposes.

Participation in this RFI is voluntary and is not a prerequisite for participation in any future RFP or other competitive procurement process. Respondents to this RFI may be eligible to participate in any future procurement related to the subject matter of this RFI, subject to applicable regulations, policies, and any organization conflict-of-interest requirements.

Background

The City is accelerating the expansion of locally sited renewable and energy storage resources with Pasadena at municipally owned facilities. The City seeks to evaluate opportunities to reduce long-term utility costs, support capital planning, maximize the use of public assets, improve energy resilience, and equitably distribute the benefits of carbon-free energy across the Pasadena community.

The City has selected twenty-one (21) municipal facilities to evaluate for Solar or Hybrid system installations. The City would like to establish technical and financial feasibility, identify optimal size and space for Solar or Hybrid systems, develop conceptual system designs and implementation strategies, and provide capital cost estimates to prioritize the facilities for phased implementation.

Project Details

• Reference ID: 2026-RFI-0305
• Department: Water & Power Department, Power Supply
• Department Head: David Reyes (General Manager)

Important Dates

• Questions Due: 2026-05-27T19:00:00.000Z

Addenda

• Addendum #1 (released 2026-05-11T23:41:08.111Z) —

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

Evaluation Criteria

• Scope of Request of Information —

  The City of Pasadena (City) is seeking information from qualified firms to support initial Photovoltaic Solar (Solar) or Solar and Energy Storage (Hybrid) system feasibility assessments for selected City-owned facilities. The purpose of this Request for Information (RFI) is to gather information regarding consultant capabilities, technical approaches, estimated costs, implementation strategies, and available technologies related to Solar and Hybrid systems to support informed decision-making prior to committing to contracts or equipment purchases.

  This RFI is for information and planning purposes only and does not constitute a solicitation for bids or proposals. Information gathered will be used to draft a Request for Proposals (RFP) for the Solar or Hybrid system design and installation in the near future.

  Respondents may submit information for one, multiple, or all sites identified in this RFI. Respondents are encouraged to provide information for those sites for which they have relevant experience, capabilities, interest, or proposed solutions. Responses do not need to address every site identified in the RFI to be considered responsive for informational purposes.

  Participation in this RFI is voluntary and is not a prerequisite for participation in any future RFP or other competitive procurement process. Respondents to this RFI may be eligible to participate in any future procurement related to the subject matter of this RFI, subject to applicable regulations, policies, and any organization conflict-of-interest requirements.

• General Instructions —

  The information obtained from this RFI process may contribute to, and be used for, the guidance of a formal solicitation. The City is interested in identifying whether Contractors responding to this RFI are ultimately willing to respond to a formal solicitation, and potentially accomplish the tasks described in this RFI. Contractors are welcome to schedule a meeting with Jason Tarasi, Water & Power Department, Power Supply for coordination of a presentation. THERE WILL BE NO CONTRACT AWARDED AS A RESULT OF THIS RFI PROCESS. This RFI is a public solicitation of information designed to assist the City in determining an optimal solution and procurement strategy.

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

• 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 12:00 pm on Monday, June 8, 2026 through this eProcurement portal.  We strongly advise against waiting to within the last three days of the submittal deadline to begin working on your response. Starting early on your response increases time to:

  • Thoroughly review all requirements and the entire solicitation document.
  • Gather, organize, and complete the necessary documents for submittal.
  • Address any unforeseen technical issues that may arise during the preparation or submittal of your response.

  Delaying your response may result in errors, or can cause you to miss the submission deadline.  Either of which can negatively impact your submittal or cause your submittal to not be accepted.

• General Instructions —

  The information obtained from this RFI process may contribute to, and be used for a publicly available resource list.  The City is interested in identifying whether respondents to this RFI are ultimately willing to have their information shared with targeted groups below as described in this RFI. THERE WILL BE NO CONTRACT AWARDED AS A RESULT OF THIS RFI PROCESS. This RFI is a public solicitation of information designed to assist the City in sharing information as described in the scope of work in this RFI.

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

• 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

   

• Intended Respondents —

  Developers and contractors with experience in clean energy development and installation

  Manufacturers, suppliers, and maintenance providers of solar energy and BESS

  Designers, engineers, and architects with relevant technical expertise

  Subject matter experts in solar energy or BESS

• Resource List —

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

  TBD

• 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.
• Requested Information —

  1. Locations of Twenty-One City Owned Facilities

     Site 1: San Rafael Branch Library: 1240 Nithsdale Road, Pasadena 91105

     Site 2: Linda Vista Branch Library: 1281 Bryant Street, Pasadena 91103

     Site 3: Lamanda Branch Library: 140 S Altadena Drive, Pasadena 91107

     Site 4: Allendale Branch Library: 1130 S Marengo Avenue, Pasadena 91106

     Site 5: City Yards: 245 W Mountain Street, Pasadena 91103

     Site 6: Victory Park: 2575 Paloma Street, Pasadena 91107

     Site 7: Villa Park: 363 E Villa Street, Pasadena 91101

     Site 8: Robinson Park: 1081 N Fair Oaks Avenue, Pasadena 91103

     Site 9: Jackie Robinson Community Center: 1020 N Fair Oaks Avenue, Pasadena 91103

     Site 10: Hamilton Park: 3680 Cartwright Street, Pasadena 91107

     Site 11: Playhouse Park: 701 E Union Street, Pasadena 91101

     Site 12: Washington Park: 700 E Washington Boulevard, Pasadena 91104

     Site 13: La Pintoresca Library, Teen Center, and Cultural Center: 1355 N Raymond Avenue, Pasadena 91103

     Site 14: Memorial Park: 85 E Holly Street, Pasadena 91103

     Site 15: Central Library: 285 E Walnut Street, Pasadena 91101

     Site 16: Pasadena Convention Center: 300 E Green St, Pasadena, CA 91101

     Site 17: School House Garage: 33 E Green Street, Pasadena 91105

     Site 18: Marengo Garage: 155 E Green Street, Pasadena 91101

     Site 19: Los Robles Garage: 400 E Green Street, Pasadena 91101

     Site 20: De Lacey Garage: 45 S De Lacey Avenue, Pasadena 91105

     Site 21: Rose Bowl Stadium: 1001 Rose Bowl Dr, Pasadena 91103

  All sites above are located in Pasadena, CA.

  1. Company Information
     1.  Information is requested about the respondent and their company as follows:
        1. Company Description
        2. Company Qualifications and Experience
        3. Previous completed projects
        4. List of project sites respondent would be interested in submitting a proposal for in a future Request for Proposals (RFP)
  2. Site Specific Requested Information
     1. Initial Site Evaluations and Feasibility Assessments
        1. Parking canopy optimization, positioning, and orientation
        2. Engineering and structural integrity considerations
        3. Recommended support structures and mounting systems
        4. Space efficiency and land use optimization
        5. Space and clearance requirements
        6. Site readiness or necessary improvements to make the site ready
        7. Electrical components and optional features
        8. Maintenance and operational considerations
        9. Potential for Electric Vehicle (EV) charging infrastructure integration
     2. Solar Resource Capacity Potential
        1. Solar radiation potential considering peak, average, and seasonal fluctuations
        2. System performance estimates
        3. Shading analysis
     3. Battery Energy Storage System (BESS) Resource Potential
        1. Potential siting of BESS, including possibility of mounting batteries on canopy structures
        2. Available microgrid technologies 
        3. Recommended size and duration of BESS
        4. Integration of energy storage and EV charging infrastructure analysis
     4. System Design Assessment including Preliminary Equipment Recommendations
        1. Solar Photovoltaic modules
        2. Inverters
        3. Racking
        4. BESS technology
        5. Performance monitoring system
        6. Lighting installed on the canopy
     5. Financial Modeling and Cost Estimates
        1. Estimated cost of engineering and designing an optimized Solar or Hybrid system
        2. Estimated cost of sourcing equipment, materials and components necessary to execute the project
        3. Estimated cost of all civil, structural, and electrical installations, construction and commissioning of project
        4. Estimated cost of ongoing maintenance and replacement with estimated timeframes for specific equipment replacement
     6. Operations and Maintenance (O&M)
        1. Programs available to track system operation of many inverter Original Equipment Manufacturers (OEM)
        2. Recommended O&M practices (yearly washings, testing, etc.)
     7. Timeline and Process
        1. Site evaluations
        2. Engineering and design
        3. Equipment sourcing
        4. Construction
        5. Commissioning
        6. Estimated lifespan of installed equipment

   

• Non-Procurement Related Instructions —

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

• Format of Submissions —

  Submissions to this RFI must be provided as Microsoft Word or PDF documents. Each respondent is required to submit the following: 

  1. 1. One Company Document
        1. Each respondent must submit one stand-alone document containing the following information:
           1. Cover Letter
           2. Executive summary
           3. Company Description
           4. Company qualifications and experience, including specific completed projects
           5. List of sites that the Respondent is submitting for this RFI
           6. List of sites that the Respondent is interested in submitting a proposal for in a future RFP
           7. Use the following file naming scheme: RespondentName_CompanyOverview_Date(MM.DD.2026).filetype
              1. For example: PasadenaWaterandPower_CompanyOverview_6.3.2026.pdf
     2. One Separate Document for Each Potential Project Site
        1. For every project site for which the respondent is providing information, a separate, independent file must be submitted. 
        2. Each site-specific document must include only the information relevant to that individual project site. 
        3. Vendors submitting information for multiple sites must provide one distinct file per site
        4. Use the following file naming scheme: RespondentName_SiteName_Date(MM.DD.2026).filetype
           1. For example: PasadenaWaterandPower_LamandaBranchLibrary_6.3.2026.pdf

  Regarding the specific format of the Site-specific document, Pasadena is not requiring a specific format but requests that the information is generally organized in the same sections as requested in the above section of this RFI.

• 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.
• Confidential Information —

  The City will endeavor to protect from disclosure any confidential and/or proprietary information the Respondent submits to the City pursuant to this RFI in accordance with applicable law, provided that the Respondent shall specifically identify those portions of the response to the RFI that are deemed to be confidential, proprietary information, or trade secrets.

  Such information deemed by the respondent to be confidential and/or proprietary shall be easily separable from the non-confidential/non-proprietary sections of the response to the RFI. Marking the entire response to the RFI as confidential or proprietary will result in the submission being deemed not confidential and/or proprietary and thus not protected from disclosure.

  Respondents shall be aware that the City may be required, pursuant to the California Public Records Act (CPRA), the state equivalent to the federal Freedom of Information Act (FOIA) to disclose the public information submitted to the City in response to this RFI or otherwise.

• Electronic Submission and Delivery Instructions —

  Parties interested in responding are required to submit electronically through the City of Pasadena's eProcurement Portal prior to 12:00 pm, Monday, June 8, 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.

• Withdrawal of Proposal —

  Any Bidder or Proposer may withdraw their response via the City's eProcurement Portal prior to 12:00 pm on Monday, June 8, 2026.

• Information Preparation Costs —

  The City is not liable for any costs incurred by respondents in preparing, submitting, presenting, or revising their information, or for any activities undertaken during the respondent’s information submission activity. Respondents will not receive any compensation unless authorized under an agreement for performance services signed by an authorized City official and the respondent.

• 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 "Solar and Energy Storage Feasibility Across Municipal Facilities." Project ID: 2026-RFI-0305. Bidders or Proposers can view a list of addenda released by the City by clicking on "Addenda & Notices." While drafting a response, there is a section for "Addenda Confirmation" where Bidders or Proposers must acknowledge each addenda released.

• Deadline for Questions —

  The deadline to submit questions related to this solicitation is Wednesday, May 27, 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.

• 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/264125

  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 12:00 pm on Monday, June 8, 2026.

   

  Note: If an addenda is issued after a response has been submitted, Proposer or bidder must return to take steps below. Failure to do both steps will result in an invalidated offer.

  1- Acknowledge the new addenda; and

  2- Resubmit your bid through the City's eProcurement Portal.

   

  Do Not upload a Zip File: Unzip Your Files
  Note: If your files are [zipped or] in a zip folder, you may need to unzip the files before uploading.  The following instructions may be helpful to do so.
  1. Open File Explorer, and find the zipped folder.
  2. To unzip the entire folder, right-click to select Extract All, and then follow the instructions.
  3. To unzip a single file or folder, double-click the zipped folder to open it. Then, drag or copy the item from the zipped folder to a new location.
   
• Vendor Registration Instructions & Customer Service information: —

  Click here to register onto the City's eProcurement Portal hosted by OpenGov.

  If you are already registered and need help logging in or retrieving your user information simply click on the blue chat bubble on the lower right hand corner of your screen or contact OpenGov at procurement-support@opengov.com for help at any time.

  Customer Service

  For assistance with e-bidding or uploading documents: Contact OpenGov via the blue chat bubble on the lower right hand corner of your screen or email at procurement-support@opengov.com.

  Monday through Friday 5 am - 5 pm PST, except statutory holidays-- response time is typically less than ten minutes.

• Surety2000 Instructions —

  If a bid bond is required, below are instructions for utilizing Surety2000 to submit an electronic bid bond.

  Video Trainings:

  • How a Contractor Registers with Surety2000:  https://drive.google.com/file/d/1SCj8obRykze8hIIrG84yYD5Wbod7ZQuR/view
  • How to Create a Bond: https://drive.google.com/file/d/1_ZphPelkFAhVhYhUdpKU1sC1xpNjVnf3/view
  • How to Sign the Bond: https://drive.google.com/file/d/1wT3UVU-hiecfocwAOwaAh9rP93mKQ-9P/view

   

  Bid Bond Instruction:

  Bidders must provide all required information for the City to verify the bond with their bid. The bond must meet the following requirements and characteristics: Bid security in the amount of five percent (5%) of the total bid price in the form of a redeemable or callable electronic surety bond, meeting City requirements, must accompany all bids. If the Bidder to whom the contract is awarded shall for fifteen (15) calendar days after such award fail or neglect to enter into the contract with the required insurance documentation, submit the Construction & Demolition Waste Management Plan, and file the required bonds, the City may deposit in its treasury said bid security and, under no circumstances, shall it be returned to the defaulting Bidder. Failure to return signed contract with all the attachments stated above may result in having the project awarded to the next lowest bidder.

  Here is what bidders must provide to their bonding agent when trying to setup a bid bond for the City of Pasadena: The Project ID of the solicitation on which you are bidding. Your Contractor Vendor ID which is your Federal Tax ID or it’s equivalent. Both fields are required for validation. If you are having trouble finding these ID’s, please contact Surety2000 at 1-800-660-3263 or email help@surety2000.com

• Requested Format for Submissions —

  Submissions to this RFI must be provided as Microsoft Word or PDF documents. Each respondent is required to submit the following: 

  1. One Consolidated Company Document
     1. Each respondent must submit one stand-alone document containing the following information:
        1. Cover Letter
        2. Executive summary
        3. Company Description
        4. Company qualifications and experience
        5. List of sites that the respondent is submitting for
  2. One Separate Document for Each Potential Project Site
     1. For every project site for which the respondent is providing information, a separate, independent file must be submitted. 
     2. Each site-specific document must include only the information relevant to that individual project site. 
     3. Vendors submitting information for multiple sites must provide one distinct file per site

   

   

   

Submission Requirements

• Please describe Your Company Experience?
• What type of pricing structure does your company offer?
• Through what type of procurement process does your company typically sell its products or services to governmental agencies?
• Would your company be interested in submitting a formal proposal for any of the facilities once a Request for Proposals (RFP) is released by the City of Pasadena?
• Please upload requested information documents here
• Attach any additional information you believe is relevant to this RFI
• Non-Procurement Selection (required)
• With whom will this list be shared? (required)
• License Requirements (required) —

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

• Include Pricing Proposal (required)