Supply of Fluid Analysis Kits and Laboratory Testing Services for Heavy-Duty Vehicles and Equipment

The City of Pasadena Public Works Department, Building Systems and Fleet Management Division, is seeking a vendor through an informal solicitation (2026-Informal-0570) to provide fluid sampling kits and laboratory testing services for its heavy-duty vehicle fleet for Fiscal Year 2027. The scope of work involves the bulk supply of new, leak-resistant sampling kits for motor oil, power steering fluid, engine coolant, transmission fluid, and hydraulic fluid. While City mechanics will perform the actual sample collection, the contractor is responsible for providing the kits, prepaid return shipping materials, and performing laboratory analysis to monitor wear metal concentrations, viscosity, fuel dilution, water contamination, and glycol levels. Results and recommendations must be delivered electronically via email to designated City personnel. Responses are due by November 2, 2026, at 3:00 pm and must be submitted through the City of Pasadena eProcurement Portal. Evaluation is based on the bidder's qualifications, financial stability, and the fairness of the cost proposal. Required submissions include a completed IRS Form W-9, a Unique Entity Identifier (UEI) from SAM.gov, a Relevant Experience Form, and a valid Pasadena Business License. The contract operates on Net 30 payment terms, and any total exceeding $25,000 will be subject to the Pasadena Living Wage Ordinance. Proof of insurance is not required at the time of bidding but must be provided before the contract is awarded.