RV and Heavy-Duty Vehicle Specialized Outfitting Maintenance, Repair, and Support Services

The City of Pasadena is seeking a vendor to provide comprehensive maintenance, repair, and support services for its specialized step vans and mobile workshop vehicles, which are outfitted with advanced RV-style electrical systems, onboard generators, battery banks, ventilation equipment, roof-mounted installations, and auxiliary power components. The contractor will be responsible for diagnosing and repairing all related systems to ensure operational readiness, with services including pickup and delivery to the City Yards located at 323 W. Mountain Street in Pasadena, California. Response times are strictly defined: 30 to 60 minutes for emergency calls, same-day service for urgent requests, and 24 to 72 hours for routine maintenance. The scope requires adherence to manufacturer specifications, industry standards, and applicable California regulations including the State’s public works requirements and Pasadena’s Living Wage Ordinance. All repairs must use defect-free, warranted materials, and any non-conforming work or parts must be corrected at no additional cost to the City. The solicitation, issued under number 2026-Informal-0316 with a submission deadline of June 5, 2026, follows a Lowest Price Technically Acceptable (LPTA) evaluation approach, where award is based on the lowest submitted price among responsive and responsible bidders. Proposals must include a technical submission demonstrating experience and qualifications, a detailed cost proposal with all pricing entered directly into the City’s portal, and mandatory documentation such as the UEI from SAM.gov, IRS Form W-9, Pasadena business license, and Vendor Questionnaire AA1. Insurance requirements are substantial, mandating Commercial General Liability of $2 million per occurrence, Garagekeeper’s Legal Liability of $500,000, Automobile Liability of $1 million, and Workers’ Compensation as required by California law with employer liability exceeding $1 million; coverage must be issued by A.M. Best-rated carriers with the City named as additional insured and waiver of subrogation in place. The contract period runs from July 1, 2026, through June 30, 2027, with potential for extension under CPI-capped price adjustments. Invoicing must occur electronically through the City’s designated portal, and payment is processed on Tuesdays and Thursdays under net-30 terms. Non-compliance with any requirement, including failure to submit a UEI or maintain required insurance, renders a bid non-responsive or constitutes material breach.