By submitting this bid the proposer 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 Marketing, Design and Communications Services for 100% Carbon-Free by 2030 due on Thursday, September 5, 2024 are true and correct to the best of my knowledge at the time of the proposal’s submission.

By confirming, the vendor is 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.

The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than 50 grand total pages.

• Cover letter
• Table of Contents
• Required Certifications AND Forms (see items in this Checklist)
• Technical Proposal
• Price Proposal
• Statement of Qualifications and/or Experience
• Additional Data (if required)

Subsequent to the closing of this solicitation, the selected 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.

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

• All Insurance Required by this Solicitation (If Required) #Insurance Requirements

Upload your Cover Letter and Table of Contents :

“Cover Letter” shall be a maximum one-page letter including the name and address of the organization submitting the proposal; whether the proposing firm is an individual, partnership, corporation or joint venture; and the name, mailing/e-mail addresses, and telephone/fax numbers the contact person who will be authorized to make representations for the organization.

“TECHNICAL PROPOSAL” should demonstrate the PROPOSER’S full understanding of the SCOPE OF WORK and the effort needed to complete the Project on time and within the budget through the submittal of a proposed work plan including project deliverables (identify specifically and thoroughly for each portion of and phase). No pricing shall be included in this section.

The TECHNICAL PROPOSAL shall include a proposed work schedule to indicate duration and completion dates, including the dates of Deliverables/Milestones and estimates of the amount of time to be spent with City Staff during each phase of the project.

The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than a grand total of 50 combined.

PRICE PROPOSAL shall be submitted in this upload apart from the proposal. 

Reference SAMPLE PRICE PROPOSAL.

1. Specifies, at a minimum, the level of effort and hourly rate for Proposer’s key personnel/project position and a detailed breakdown of fees for each sub-consultant as an attachment.
2. Estimated reimbursable cost schedules shall depict only those expenditures that are exclusive to and in support of the Project scope of services. The proposed estimated reimbursable cost schedule shall include a detailed listable of reimbursables.

A contract will not be awarded to a consultant without an adequate financial management and accounting system as required by 48 CFR Part 31 and 2 CFR Part 200.

Each Proposer must submit a PRICE Proposal containing all costs associated with the technical proposal. Using the attached Price Proposal in this RFP, provide Proposer’s lump-sum price for performing all services and work called for in the SCOPE OF WORK. The Proposer’s lump-sum price shall include, without limitation:

1. all designs, equipment, materials, labor, insurance and bond premiums, home office, jobsite, and other overhead, profit and services relating to the Proposer’s performance of its obligations under the Contract (including all work, equipment, materials, labor, and services provided by subcontractors and intellectual property rights necessary to perform the work);
2. performance of each and every portion of the work
3. all costs of obtaining Government approvals other than Government approvals that are the responsibility of the City of Pasadena;
4. all costs of compliance with Government rules, except to the extent such compliance is the responsibility of the City of Pasadena;
5. all taxes, duties, permits, and other fees or royalties incident to the performance of the SCOPE OF WORK;
6. payment of all salaries, wages, benefits, and expenses of the Proposer’s employees;
7. compensation for all risks, liabilities, and contingencies assigned to the Proposer; and
8. all other costs needed or incurred to complete the Project.

“Additional Data” shall include any other data the PROPOSER deems essential to the evaluation of the proposal, i.e., letter of reference, other related projects, etc., or other required documents.

The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than a grand total of 50 combined.

The Statement of Qualifications should highlight your company’s most applicable products, services, and experience.

Please download, complete and submit any required forms below.

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

• Each PROPOSER must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless PROPOSER has an approved form on file with the City.
• Form AA-2 is required to be submitted for projects involving labor or services in excess of $25,000.
• Form AA-3 is Optional. (Copies attached)
• A completed and signed "Declaration of Non-Collusion." (Copy attached)
• SIGNATURE & LEGAL STATUS (Copy attached)

• Evidence of certification by State of California as a small or micro-business, if claiming such preference – https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

Please download the below documents, complete, and upload.

ADDITIONAL REQUIREMENT

For RFP/RFQ where the selected vendor/contract will require City Council approval (check with City project manager for clarification), the following requirement applies:

• TAX PAYER PROTECTION ACT – PROPOSER SUBMITS A COPY OF THE COMPLETED TPA FORM TO THE CITY CLERK’S OFFICE

E-MAIL: [email protected]

Please download the below documents, complete, and upload.

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.

Please download the below documents, complete, and upload.