Authorized Autocar Service, Repair, Maintenance, and OEM Parts

The City of Pasadena is seeking an authorized vendor to provide comprehensive service, repair, maintenance, and original equipment manufacturer (OEM) parts for its fleet of approximately 1,100 vehicles, with primary focus on Autocar refuse collection units including roll-off, side loader, and front loader configurations. The contract period runs from July 1, 2026, to June 30, 2027, with potential for extension, and requires the contractor to maintain an authorized status with Autocar, demonstrating proven experience servicing Autocar equipment for at least three years. All work must strictly follow OEM standards and specifications, and only genuine Autocar new OEM parts are permitted unless prior written approval is obtained from the City for alternatives. The contractor must ensure minimal vehicle downtime, deliver standard parts within five business days, and respond to emergency requests within two hours during business hours. Performance will be evaluated based on the lowest technically acceptable price, with award going to the responsive and responsible bidder offering the lowest grand total price under a lowest price technically acceptable (LPTA) methodology. The vendor must comply with stringent insurance requirements, including $2 million in commercial general liability, $2 million in garagekeeper’s legal liability, $1 million in automobile liability, and statutory workers’ compensation with $1 million employer’s liability coverage. Proof of insurance and authorization from Autocar must be submitted prior to contract award. Deliveries are to be made to the City Yards at 323 W. Mountain Street, Pasadena, CA, and all parts must be accompanied by warranty documentation and properly labeled with manufacturer part numbers. Invoices must be submitted through the City’s electronic portal at invoice.cityofpasadena.net, with payments processed on Tuesdays and Thursdays. The contractor is also required to complete and submit multiple compliance forms, including the Relevant Experience Form, Legal Status Documentation, Affidavit of Non-Collusion, and Equal Employment Opportunity forms, while maintaining a Unique Entity Identifier from SAM.gov. Failure to comply with any requirement, including the use of non-OEM parts, missing documentation, or uninsured operations, may result in rejection of the bid or termination of the contract. All addenda issued through the City’s OpenGov procurement portal are binding, and proposers must register to receive updates and submit responses.