As-Needed Purchase of Vehicle Outfitting Accessories and Related Parts

The City of Pasadena is seeking vendors to supply vehicle outfitting accessories and related parts on an as-needed basis to support its diverse fleet operations across multiple departments. This solicitation, numbered 2026-IFB-MS-0182, is for the procurement of new, unused components such as protective liners, mirrors, lighting hardware, step bars, racks, trim pieces, and other miscellaneous accessories to either replace worn or damaged items or to equip newly acquired vehicles that lack factory-installed options. The contract does not include installation or labor services, and all items must be OEM or approved equivalents meeting or exceeding specified performance standards, with documentation provided upon request to verify compatibility and equivalence. Vendors must deliver ordered items within ninety days of purchase order receipt, with emergency requests requiring delivery within three hours during normal operating hours, and deliveries are to be made primarily to the City Yards at 323 W. Mountain Street, Pasadena, CA 91103, though alternate locations within city limits may be designated without additional cost. All proposals must be submitted electronically via the City’s eProcurement Portal by the deadline of May 7, 2026, at 3:00 p.m. PST, and failure to comply with submission requirements—including the inclusion of a Unique Entity ID, completed mandatory forms like the Declaration of Non-Collusion, and adherence to the Bidder’s Submittals Checklist—will result in disqualification. The City retains full discretion in inspection and acceptance, with the right to reject nonconforming, defective, or incorrect items at the vendor’s expense. Vendors are required to comply with California prevailing wage laws, submit certified payroll records electronically, and give hiring preference to Pasadena residents for new positions arising under the contract. Additional requirements include certification of non-use of prohibited telecommunications equipment from designated foreign sources, adherence to non-discrimination and equal employment opportunity standards, and transfer of manufacturer warranties to the City as a third-party beneficiary. The contract is structured as an indefinite-delivery arrangement with no fixed term but no option for extension, and while pricing details are not specified in the solicitation, bidders are expected to provide unit and extended pricing in their responses. No contract value estimate is provided, and the City will evaluate bids based on responsiveness and compliance, with award likely determined through a lowest price technically acceptable approach, though explicit evaluation factors are not defined.