Loader/Backhoe Bucket Parts, Service, & Fabrication

The City of Pasadena is seeking a qualified vendor through an informal solicitation to provide ongoing maintenance, repair, and fabrication services for loader and backhoe bucket equipment within its municipal fleet for the fiscal year beginning July 1, 2026, and ending June 30, 2027. The scope of work includes labor for welding, reinforcement, and replacement of critical components such as cutting edges, teeth, flexpins, and rollpins, as well as the supply of new, unused parts that meet or exceed original equipment specifications. All services must ensure equipment is returned to safe and operable condition, with responses to service requests required within three business days of order placement. The contractor is responsible for pickup and delivery of equipment to and from the City’s designated site at 323 W Mountain Street, Pasadena, CA 91103, where all inspections and formal acceptances occur. The contract is structured as a time-and-materials arrangement with a labor rate and fixed unit pricing for standard parts, with the City retaining the right to order additional quantities at the agreed-upon rates throughout the contract term. The solicitation, numbered 2026-Informal-0278 and posted on June 4, 2026, with a submission deadline of June 16, 2026, is evaluated on a Lowest Price Technically Acceptable basis, meaning the award will go to the lowest-priced response that meets all minimum technical requirements. Offerors must submit a complete proposal through the City’s OpenGov eProcurement portal, including mandatory documentation such as an active Unique Entity Identifier (UEI) from SAM.gov, IRS Form W-9, a valid Pasadena business license, proof of insurance with appropriate endorsements, and Form AA-1 for small business certification and EEO compliance. Additional requirements include adherence to Pasadena Municipal Code Chapter 4.08, submission of certified payroll and workforce reports, compliance with Public Contract Code Section 9204 for claim procedures, and a declaration of non-collusion. Contract prices are subject to annual adjustment capped at the Consumer Price Index (CPI) rate, and the City reserves the right to terminate for failure to maintain insurance coverage. No federal acquisition regulation clauses apply; instead, the contract is governed by local and state procurement laws, with any modifications issued only as formal addenda posted on the City’s procurement portal.