Authorized_Kubota_Equipment_Service_Repair_Maintenance_and_OEM_Parts_Bid_Waiver_Memo-_SIGNED.pdf
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- Attached to
- Authorized Kubota Service, Parts and Repair
- Solicitation number
- 2026-IFB-LM-0410
- Issued by
- Los Angeles County, California
About this file
This is a bond waiver memorandum from the City of Pasadena Department of Public Works, Building Systems and Fleet Management Division (BSFMD), requesting approval to waive labor and materials bond and performance bond requirements for an authorized Kubota equipment service contract. The City seeks a qualified vendor to provide authorized service, repair, and Original Equipment Manufacturer (OEM) parts for Kubota equipment on an as-needed basis, including turf tractors, skip loaders, and 7-gang mowers. Services will encompass preventative maintenance, diagnostics, repairs, parts supply, and system support to sustain equipment utilized by the Parks and Recreation and Community Services Department. The formal solicitation was intended for publication through OpenGov to establish a vendor relationship commencing in Fiscal Year 2027 with a five-year contract term. No specific item quantities, response dates, bidders' meetings, or award dates are identified in this memorandum, as it addresses only the bond waiver request prior to solicitation publication.
The bond waiver request is justified based on the service-based nature of the contract, which does not involve construction or capital improvements. BSFMD argues that minimal risk exposure exists because services are performed on an as-needed basis with no guaranteed quantities and payment is issued only upon satisfactory completion of services. The City retains the ability to suspend or terminate services and reassign work to another qualified vendor if performance standards are not met. Risk mitigation is achieved through required insurance coverage and the mandate to use only authorized Kubota equipment service providers, ensuring compliance with manufacturer specifications and preservation of warranty coverage. The Finance Director approved the bond waiver on July 3, 2026, following approvals from the Director of Public Works, Purchasing Administrator, and Public Works Administrator.
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Text version
DEPARTMENT OF PUBLIC WORKS
MEMORANDUM
TO: Karin Schnaider, Finance Director
FROM: Greg de Vinck, P.E., Director of Public Works
DATE: June 30, 2026
SUBJECT: Request Bond Waiver for Authorized Kubota Equipment Service, Repair, Maintenance, and Original Equipment Manufacturer Parts
The purpose of this memorandum is to request a waiver of the labor and materials bond and the performance bond requirements for Authorized Kubota Equipment Service, Repair, Maintenance, including Original Equipment Manufacturer (OEM) Parts contracted by the Public Works Department, Building Systems and Fleet Management Division (BSFMD).
Background
BSFMD is responsible for maintaining the City’s Kubota equipment, which includes turf tractors, skip loaders, and 7-gang mower that utilize Kubota components. This Kubota equipment supports daily landscaping, turf maintenance and general operations for the Parks and Recreation Department, which is critical to maintaining operations citywide. Kubota equipment incorporates manufacturer-specific engines, hydraulic systems, electronic controls, and other proprietary components that require specialized diagnostic equipment, technical expertise, and OEM replacements parts to properly service and repair. To maintain equipment reliability and preserve applicable manufacturer warranty coverage, service, maintenance, diagnostics, and repairs must be performed by authorized Kubota service providers. The use of authorized vendors ensures compatibility with OEM parts, proper system integration, and continued functionality of equipment and safety compliance.
Procurement Summary
BSFMD intends to release a formal solicitation through OpenGov for Authorized Kubota Equipment Service, Repair, Maintenance, and OEM Parts services for City-owned Kubota equipment to perform service and repairs using manufacturer-approved procedures and OEM parts. The solicitation will establish a contract for as-needed Kubota equipment parts, service, repair and replacement of specialized components in accordance with manufacturer standards and regulatory inspection services necessary to maintain compliance with safety regulations. Due to the service-based nature of the work and the absence of construction activities, BSFMD is
Gregory De Vinck https://cityofpasadena.na2.adobesign.com/verifier?tx=CBJCHBCAABAAhQT6gSJNuNbx5SU0BEICm478fjO0C644
Request Bond Waiver for Authorized Kubota Equipment Service, Repair, Maintenance, and OEM Parts June 30, 2026 requesting approval of the labor and materials bond and performance bond waiver prior to solicitation publication.
Current Work Practices and Risk Assessment
The contract is service-based and does not involve construction or fabrication. The scope consists of maintenance, diagnostics, repair services, and system support for Kubota equipment in accordance with manufacturer and authorized service standards. Parts are purchased as needed in connection with repairs; however, the primary purpose of the contract is to provide service and system support rather than a standalone materials contract. Services are performed on an as-needed basis and payment is provided only upon satisfactory completion of services. The City retains the ability to suspend or terminate services if performance standards are not met. Risk exposure is minimal as no capital improvement or large-scale infrastructure work is involved. Risk is mitigated through the City’s insurance requirements, as well as the use of Authorized Kubota equipment providers, which ensures proper OEM parts, manufacturer-approved service and procedures to maintain longevity of the equipment to perform daily fleet vehicle operations.
Justification for Bond Waiver
Section 4.08.140 of the Pasadena Municipal Code (PMC) requires adequate security for the faithful performance of contracts and further requires a contractor’s bond (not less than 50% of the contract value) when a contractor furnishes both labor and materials. The PMC also provides that the Director of Finance may waive these requirements when such waiver will not be detrimental to the City. For this contract, the work consists of routine maintenance, diagnostics, repair services, and system support and does not involve construction-related activities. While parts are furnished in the course of performing repairs, they are provided as part of service delivery and are not associated with a capital improvement or standalone materials contract. Therefore, the requirements for labor and materials bonds and performance bonds do not provide a practical benefit or protection.
The City’s risk exposure is minimal because services are performed on an as-needed basis with no guaranteed quantities, and payment is issued only after satisfactory completion of services. In the event of non-performance, the City retains the ability to discontinue services and reassign the work to another qualified vendor without operational impact. Risk is further mitigated through required insurance coverage, and by requiring authorized Kubota equipment service providers, which ensures compliance with manufacturer specifications and supports reliable operation of the City’s Kubota equipment.
Request Bond Waiver for Authorized Kubota Equipment Service, Repair, Maintenance, and OEM Parts June 30, 2026
Recommendation
Public Works respectfully requests that the Director of Finance approve the waiver of both the labor and materials bond and performance bond requirements for the Authorized Kubota Equipment Service, Repair, Maintenance, and OEM Parts contract.
APPROVED BY:
KARIN SCHNAIDER
Finance Director cc: Liseth Gonzalez, Management Analyst I Gabriel Silva, BSFMD Administrator Phyllis Hallowell, Public Works Administrator Erika Alvarez, Purchasing Administrator
Phyllis Hallowell
Erika Alvarez https://cityofpasadena.na2.adobesign.com/verifier?tx=CBJCHBCAABAAhQT6gSJNuNbx5SU0BEICm478fjO0C644
Authorized Kubota Equipment Service Repair Maintenance and OEM Parts Bid Waiver Memo Final Audit Report 2026-07-03
Created: 2026-06-30
By: Liseth Gonzalez (lgonzalez@cityofpasadena.net)
Status: Signed
Transaction ID: CBJCHBCAABAAhQT6gSJNuNbx5SU0BEICm478fjO0C644
"Authorized Kubota Equipment Service Repair Maintenance and OEM Parts Bid Waiver Memo" History
Document created by Liseth Gonzalez (lgonzalez@cityofpasadena.net) 2026-06-30 - 4:27:36 PM GMT- IP address: 204.89.11.113
Document emailed to Phyllis Hallowell (phallowell@cityofpasadena.net) for approval
2026-06-30 - 4:29:02 PM GMT
Email viewed by Phyllis Hallowell (phallowell@cityofpasadena.net) 2026-06-30 - 7:20:38 PM GMT- IP address: 104.47.64.254
Document approved by Phyllis Hallowell (phallowell@cityofpasadena.net) Approval Date: 2026-06-30 - 7:21:01 PM GMT - Time Source: server- IP address: 204.89.11.113 - Signature Appearance Selected: TYPE
Document emailed to Gregory De Vinck (gdevinck@cityofpasadena.net) for approval
2026-06-30 - 7:21:02 PM GMT
Email viewed by Gregory De Vinck (gdevinck@cityofpasadena.net) 2026-06-30 - 9:45:22 PM GMT- IP address: 104.47.65.254
Document approved by Gregory De Vinck (gdevinck@cityofpasadena.net) Approval Date: 2026-06-30 - 9:45:49 PM GMT - Time Source: server- IP address: 204.89.11.110 - Signature Appearance Selected: TYPE
Document emailed to Erika Alvarez (ealvarez@cityofpasadena.net) for approval
2026-06-30 - 9:45:51 PM GMT
Document approved by Erika Alvarez (ealvarez@cityofpasadena.net) Approval Date: 2026-07-02 - 4:04:11 PM GMT - Time Source: server- IP address: 204.89.11.123 - Signature Appearance Selected: TYPE
Document emailed to Erika Alvarez (ealvarez@cityofpasadena.net) for delegation
2026-07-02 - 4:04:12 PM GMT
Document signing delegated to Karin Schnaider (kschnaider@cityofpasadena.net) by Erika Alvarez (ealvarez@cityofpasadena.net) 2026-07-02 - 4:04:34 PM GMT- IP address: 204.89.11.123
Document emailed to Karin Schnaider (kschnaider@cityofpasadena.net) for signature
2026-07-02 - 4:04:34 PM GMT
Email viewed by Karin Schnaider (kschnaider@cityofpasadena.net) 2026-07-02 - 4:18:00 PM GMT- IP address: 104.28.85.129
Document e-signed by Karin Schnaider (kschnaider@cityofpasadena.net) Signature Date: 2026-07-03 - 0:05:35 AM GMT - Time Source: server- IP address: 204.89.11.120 - Signature Appearance Selected: IMAGE
Agreement completed.
2026-07-03 - 0:05:35 AM GMT
| 2026-07-03T00:09:27+0000 | |
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