Vehicle Transmission Rebuild and Replacement Services

The City of Pasadena is seeking a vendor to provide transmission rebuild and replacement services for its fleet of approximately 1,100 vehicles and equipment units, with the goal of minimizing downtime and ensuring reliable fleet operations. The contract, titled Vehicle Transmission Rebuild and Replacement Services, is scheduled to run from July 1, 2026, to June 30, 2027, and is open to responsive and responsible bidders under a Lowest Price Technically Acceptable (LPTA) evaluation method, meaning the award will be granted to the lowest-priced proposer whose submission meets all mandatory requirements. All services must be performed at designated City yards, primarily 323 W. Mountain Street in Pasadena, and include pickup and delivery of vehicles, adherence to OEM repair standards, compliance with manufacturer procedures, and response times of 24 to 72 hours for routine requests and within two business hours for emergencies. The estimated annual value ranges between $21,154 and $24,995, based on historical expenditures, though no formal line-item pricing is provided in the solicitation. Proposers must submit a comprehensive package via the City’s OpenGov eProcurement portal, including a completed Vendor Questionnaire (Forms AA-1, AA-2, AA-3), IRS Form W-9, a valid Pasadena business license, proof of required insurance coverage—commercial general liability, garagekeeper’s liability, and auto liability each at $1,000,000 per occurrence—and documentation of relevant experience. The City must be named as an additional insured with waiver of subrogation, and all work must be performed without liability limitations. Contractors must also comply with California Public Contract Code Section 9204, the Levine Act, and local hiring preferences for Pasadena residents. All invoices must be submitted electronically through the City’s dedicated invoice portal, and warranty claims require prompt repair or replacement at no cost to the City. The contract may be extended beyond the initial term, with price adjustments capped at the preceding 12-month Consumer Price Index, and any changes to scope require written City approval prior to execution. Non-compliance with mandatory documentation, failure to provide a valid UEI from SAM.gov, or submission of zip files or non-compliant pricing formats will result in a non-responsive bid.