Emergency_FEMA_TC.pdf

This Emergency FEMA Technical Clarification document pertains to a procurement conducted by the City of Pasadena Public Works Department, Building Systems and Fleet Management Division in California for vehicle decals, markings, and vinyl lettering materials. The solicitation requests exterior-grade automotive vinyl materials only, excluding installation services and original artwork design. Deliverables include 2-inch tall black vinyl lettering and numbers (800 letters and 400 numbers), City seal decals in 8-inch and 4-inch sizes (75 and 150 units respectively), safety decals such as "Fire Extinguisher Inside," "Vehicle Makes Wide Turns," and "Frequent Stops" (75, 50, and 50 units respectively), miscellaneous custom decals (50 units), and routine delivery fees (25 units). All materials must be manufactured from cast vinyl comparable to 3M Scotchcal 180 Series for non-reflective applications and 3M Scotchlite 680 Series for reflective decals, with minimum 5-7 year outdoor durability rating and pressure-sensitive adhesive backing. The bid release date is March 27, 2026, with a question submission deadline of April 6, 2026 at 2:00 PM and a bid submission deadline of April 20, 2026 at 3:00 PM via the City's eProcurement Portal. Standard delivery is required within 5-7 business days for commonly used decals and 1-2 weeks for specialty metallic decals. The contract term is five years from execution date with no optional extensions.

Award will be made to the lowest responsive and responsible bidder based on evaluation criteria including material quality, bidder capability, financial resources, character and reputation, and performance history. No specific budget range or award value is disclosed; payment will be made only for items actually ordered and accepted, with the City reserving the right to adjust quantities based on actual needs. Federal compliance requirements applicable to HUD-assisted projects include Davis-Bacon Act prevailing wage provisions, Section 3 employment and economic opportunity requirements with benchmarks of 25 percent of total labor hours worked by Section 3 workers and 5 percent by Targeted Section 3 workers, and federal lobbying certifications. Section 3 compliance will be evaluated as 15-25 percent of total available award points. All bidders must submit a Vendor Questionnaire, Declaration of Non-Collusion, federal required certifications, Unique Entity Identifier (UEI) from SAM.gov, and a bid bond of 5 percent of total bid price. Vendors must hold a City of Pasadena Business License, comply with Equal Employment Opportunity provisions and applicable wage ordinances, and a sales tax adjustment of 1.75 percent applies for qualifying local bidders. The City will retain five percent of the contract amount until the Labor Standards Enforcement File is completed and final clearance is issued.