Authorized Red Dot Air Conditioning Service, Repair and Parts

The City of Pasadena is seeking an authorized vendor to provide comprehensive air conditioning service, repair, and parts supply for its municipal fleet vehicles equipped with Red Dot systems through a one-year contract running from July 1, 2026, to June 30, 2027. The solicitation, identified as 2026-Informal-0280, is conducted under an informal procurement process with a Lowest Price Technically Acceptable evaluation method, meaning the award will go to the lowest-priced responsive and responsible bidder whose proposal meets minimum technical requirements, with no trade-off analysis between cost and non-price factors. The vendor must be an authorized Red Dot dealer, utilize OEM-approved diagnostic tools, supply only new and unused parts meeting manufacturer specifications, and deliver emergency service within two hours and standard service within three hours. All work must comply with Red Dot OEM standards and procedures, and failure to meet these requirements may result in warranty voidance or contract termination. The contract requires the vendor to perform services at the City’s designated location at 323 W. Mountain Street, Pasadena, CA 91103, with potential for alternate delivery points within Pasadena. Invoicing must be submitted electronically through the City’s Vendor Invoice Portal, and payments are contingent on available city funds. The vendor must maintain primary insurance coverage with the City named as an additional insured under ISO CG 20 10 and CG 20 37 endorsements, with severability of interests and no limitations on the City’s rights. Additional mandatory requirements include submission of Form AA-1 for Equal Employment Opportunity compliance, a Declaration of Non-Collusion, a valid Pasadena business license, IRS Form W-9, and proof of relevant experience. Price adjustments are capped at the Consumer Price Index rate, and the City reserves the right to request additional services at agreed-upon unit prices. All contract modifications must be issued as formal addenda through the City’s eProcurement portal, which vendors are responsible for monitoring. Failure to comply with any requirement, including timely submission of documents or insurance maintenance, may lead to disqualification or contract termination.