Heavy-Duty Radiator Repair, Service, and OEM Parts

The City of Pasadena seeks a contractor to provide comprehensive repair, service, and OEM parts replacement for heavy-duty cooling system components on its fleet of approximately 1,100 vehicles and equipment units, including refuse trucks, sewer trucks, street sweepers, and water trucks. The work requires inspection, diagnostics, pressure testing, re-coring, welding, and replacement of radiators, oil coolers, and transmission coolers, with all repairs performed to meet original equipment manufacturer specifications and industry safety standards. The contractor must deliver repaired components and OEM parts directly to the City Yards at 323 W. Mountain Street, Pasadena, CA, meeting strict delivery timelines: standard parts within three hours of order, emergency parts within two hours, and routine repairs completed within 24–72 hours. All repairs must be backed by a factory-supported warranty, and defective materials must be removed and replaced at the contractor’s expense. The contract term runs from July 1, 2026, through June 30, 2027, with potential for future price adjustments based on the Consumer Price Index if extensions are granted. Award will be made under the Lowest Price Technically Acceptable methodology, prioritizing the lowest responsive bid that meets all mandatory requirements. Bidders must submit proof of business licensure, general and auto liability insurance, workers’ compensation coverage, IRS Form W-9, a Unique Entity Identifier from SAM.gov, and documentation of at least three years of experience servicing municipal or commercial heavy-duty fleets. Additional mandatory submittals include certification for compliance with California's SB 1383 regarding recycled content in parts and a Declaration of Non-Collusion. Invoices must be submitted electronically through the City’s Vendor Invoice Portal, with payments processed on Tuesdays and Thursdays. The City reserves the right to inspect and reject non-conforming work or parts at the delivery location, and the contractor is responsible for all rework and replacement without additional cost. Special provisions include enforcement of the Levine Act, prohibiting contract awards to vendors who have made political contributions exceeding $250 to City officials within a twelve-month window, and adherence to local procurement code provisions for claims and contract administration. No federal contracting systems or military standards apply; all processes follow municipal procedures.