Light_to_Medium_Duty_Vehicle_Collision_Repair.pdf

Light to Medium Duty Vehicle Collision Repair

REQUEST FOR INFORMATION

Tuesday, June 30, 2026

City of Pasadena Public Works Department, BSFMD

Tuesday, June 30, 2026

REQUEST FOR INFORMATION (RFI)

Introduction

Summary

The City of Pasadena is issuing this Request for Information (RFI) to gather industry input from qualified vendors and stakeholders regarding collision repair, bodywork, painting, refinishing, and related services for light- and medium-duty municipal fleet vehicles. The purpose of this RFI is to obtain feedback and recommendations from the industry regarding current service practices, operational standards, qualifications, certifications, equipment capabilities, warranty practices, turnaround expectations, electric vehicle repair requirements, and other industry best practices associated with municipal fleet collision repair services. This RFI is intended solely for information gathering and planning purposes.

Timeline

Release Project Date June 30, 2026

Question Submission Deadline July 9, 2026, 4:00pm

Proposal Submission Deadline July 30, 2026, 3:00pm

RFI Instructions

General Instructions

The information obtained from this RFI process may contribute to, and be used for, the guidance of a formal solicitation. The City is interested in identifying whether Contractors responding to this RFI are ultimately willing to respond to a formal solicitation, and potentially accomplish the tasks described in this RFI. THERE WILL BE NO CONTRACT AWARDED AS A RESULT OF THIS RFI PROCESS. This RFI is a public solicitation of information designed to assist the City in determining an optimal solution and procurement strategy.

Tuesday, June 30, 2026

No payment shall be made to individuals, contractors, suppliers, or manufacturers that represent for information and solutions provided in response to this RFI.

Scope of RFI

Light to Medium Duty Vehicle Collision Repair Services RFI

The City of Pasadena seeks information from qualified vendors regarding industry practices, qualifications, operational capabilities, and service standards associated with providing collision repair and refinishing services for municipal light- and medium-duty fleet vehicles. Responses received may assist the City in evaluating existing specifications, understanding current market capabilities, identifying best practices, and developing future solicitation documents that are fair, competitive, operationally effective, and aligned with industry standards.

Scope

Vehicles potentially covered under future solicitations may include, but are not limited to:

• Police department vehicles

• Fire department support vehicles

• Passenger vehicles

• Light-duty trucks

• Sport Utility Vehicles (SUVs)

• Hybrid vehicles

• Electric vehicles (EV)

The City is requesting information related to the following areas:

1. Licensing and Regulatory Compliance

2. Certifications and Qualifications

A. Original Equipment Manufacturer (OEM) certifications

B. National Institute for Automotive Service Excellence (ASE) certifications

C. EV and hybrid repair certifications

D. Technician training standards

E. Recommended minimum qualifications for municipal fleet repair work

3. Facility Capabilities and Equipment

4. EV and Hybrid Repair Services

5. Parts Usage Practices

6. Municipal Fleet Experience

Tuesday, June 30, 2026

7. Service Levels and Operational Practices

8. Warranty and Quality Assurance Practices

9. Paint and Refinishing Practices

RFI Questions

Please describe Your Company Experience?

Business Licenses and Regulatory Compliance

Please indicate which of the following your company currently maintains (check all that apply):

Select all that apply

☐ California Automotive Repair Dealer (ARD) Registration

☐ Hazardous Waste Identification Number (HWID)

☐ Spray Booth Permit

☐ Air Quality Permit

☐ Fire Department Permit/Inspection

☐ Occupational Safety and Health Administration (OSHA) Compliance Program

Industry, and Technician Certifications

Industry Certifications - Facility Certifications

Select all that apply

☐ I-CAR®

☐ OEM Certified Repair Facility

☐ ASE Blue Seal Shop

Technician Certifications

Select all that apply

☐ I-CAR® Technician

☐ ASE Collision Repair Certification

☐ OEM Structural Repair Certification

☐ EV/Hybrid Repair Certification

☐ Welding Certification

Which certifications do you believe should be required for municipal fleet repair contracts?

Select all that apply

☐ I-CAR® Gold Class

☐ I-CAR® Platinum Technician

☐ OEM Certifications

☐ ASE Certifications

☐ EV Certifications

☐ None Recommended

Tuesday, June 30, 2026

Facility Capabilities and Equipment

Please indicate which capabilities your facility currently maintains (check all that apply):

Select all that apply

☐ Downdraft Paint Booth

☐ Heated Paint Booth

☐ Frame Rack

☐ Unibody Repair Equipment

☐ Wheel Alignment Equipment

☐ Metal Inert Gas (MIG) Welding Equipment

☐ Tungsten Inert Gas (TIG) Welding Equipment

☐ Aluminum Repair Area

☐ EV/Hybrid Isolation Area

☐ Indoor Vehicle Storage

☐ Secured Outdoor Storage

☐ Onsite Estimating Capability

☐ Pickup and Delivery Services

☐ Advanced Driver Assistance Systems (ADAS) Calibration Equipment and Capabilities

☐ Post-repair diagnostic scan and calibration procedures

Electric Vehicle and Hybrid Repair Capabilities

Does your company currently perform repairs on electric and/or hybrid vehicles?

☐ Yes

☐ No

When equals "Yes"

Please indicate the following capabilities:

Select all that apply

☐ High Voltage Safety Training

☐ Battery Isolation Procedures

☐ OEM EV Repair Procedures

☐ EV-Certified Technicians

☐ Specialized EV Diagnostic Equipment

Parts Usage Practices

Structural Components

Select all that apply

☐ OEM Only

☐ OEM Preferred

☐ Aftermarket When Approved

Tuesday, June 30, 2026

Non-Structural Components

Select all that apply

☐ OEM Only

☐ Aftermarket Acceptable

☐ Recycled Acceptable

☐ Remanufactured Acceptable

Should public agencies require OEM-only structural components?

☐ Yes

☐ No

☐ Depends on Vehicle Age/Condition

Government and Fleet Experience

Please indicate the types of fleets your company has serviced within the past five (5) years

Select all that apply

☐ Municipal Government Fleets

☐ Police Vehicles

☐ Fire Department Support Vehicles

☐ Public Works Vehicles

☐ Utility Fleets

☐ School District Fleets

☐ Transit Vehicles

☐ Private Commercial Fleets

Subcontractor policy, do you use them? How do you ensure quality?

What is the typical pricing methodology, hourly rates by category, parts park-up, etc.

Do you offer a guarantee on paint match, structural integrity, or corrosion protection?

What warranty do you provide on workmanship? On parts?

Emergency/Priority Service: Ability to provide expedited repairs for mission critical vehicles.

Procedures for securing vehicles and keys.

Service Levels and Turnaround Times - Estimate Preparation

☐ Same Day

☐ Within 24 Hours

☐ Within 48 Hours

☐ Within 72 Hours

☐ More than 72 Hours

Average Repair Completion Time

☐ 1–3 Business Days

☐ 4–7 Business Days

☐ 8–14 Business Days

Tuesday, June 30, 2026

☐ More than 14 Business Days

Services Provided

Select all that apply

☐ Pickup and Delivery

☐ Onsite Inspections

☐ Digital Estimates

☐ Photo Documentation

☐ Online Repair Status Updates

☐ Fleet Account Management

Are there any barriers that might prohibit you from bidding? If so, please explain.

Submittal Instructions

Early Preparation for Submission

We value your participation in this solicitation and want to ensure you have every opportunity to present your response in the manner instructed in this solicitation. It is important that you submit a complete response prior to 3:00 pm on Thursday, July 30, 2026 through this eProcurement portal. We strongly advise against waiting to within the last three days of the submittal deadline to begin working on your response. Starting early on your response increases time to:

• Thoroughly review all requirements and the entire solicitation document.

• Gather, organize, and complete the necessary documents for submittal.

• Address any unforeseen technical issues that may arise during the preparation or submittal of your response.

Delaying your response may result in errors, or can cause you to miss the submission deadline. Either of which can negatively impact your submittal or cause your submittal to not be accepted.

Training Resources for Vendors:

Screen Shots:

Instructions for the new eProcurement System: The following link will help you Get Started

(https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9) and will include vendor guides for using the system. Below are additional screen shots for support.

All Video Guides: OpenGov Procurement Vendor Training

1. New Supplier Account

2. Submit a Bid or Proposal

3. Updating Your Company Designation on a Solicitation https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9 https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9 https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/dceacbcf-203c-4b0d-aa57-550043bb0dc0 https://opengov.my.site.com/support/s/article/8e675a48-dad3-4759-9bae-6b4cb7970d21 https://opengov.my.site.com/support/s/article/2f7dbe3d-9f16-4179-8358-d55fdb37b858

Tuesday, June 30, 2026

4. Vendor Selection of Category Codes

5. How To Subscribe To Organizations And Find Active RFPs & Bids

6. Login Process

7. How to Edit or Withdraw your Proposal after it's been Submitted

8. How to Submit a Question

9. Viewing Bid Results

Video Trainings

OpenGov Technical Support

Technical support for an eProcurement system plays a vital role in ensuring smooth operations. You can call or email technical support using the information below.

• Phone: (650) 336-7167

• Email: support@support.opengov.com

• Issue Log: https://opengov.my.site.com/support/s/contactsupport/incident

• Live Chat: Click on the circle blue icon at the bottom right of the screen.

Internet Access A. The City cannot guarantee the availability of equipment used for Solicitation Submission to provide information or receive transmittals. It is the Respondent’s responsibility to ensure that all information is current and that the Submission is complete, accurate, and received in accordance with the instructions outlined in this solicitation prior to the stated deadline. The City is not responsible for the confidentiality of information transmitted over the Internet.

B. Respondents are responsible for reviewing their status within the eProcurement system and ensuring that all contact information and notification preferences are current.

C. To support a timely and successful submission, the City strongly advises against waiting until the final two days before the deadline to begin preparing or submitting your response.

Electronic Submission and Delivery Instructions

Parties interested in responding are required to submit electronically through the City of Pasadena's eProcurement Portal prior to 3:00 pm, Thursday, July 30, 2026. Please upload all required documents as instructed in the section named Submittals/Checklist sufficiently early electronically through the city's eProcurement Portal before the time and day listed in this solicitation. Responses must be received in the system prior to the deadline.

The Specification or Scope of Work included in this Notice shall be considered part of any contract made pursuant thereunder.

https://opengov.my.site.com/support/s/article/fb581c18-5508-40d7-b714-c753af6514a1 https://opengov.my.site.com/support/s/article/f7fe1d1e-d79c-449a-ad8b-1d736d40b9cd https://opengov.my.site.com/support/s/article/a9d24d60-2ba1-4393-93c5-7512795f080e https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe https://opengov.my.site.com/support/s/article/12c62371-147b-45f4-9bcd-cf2ce5f58259 https://opengov.my.site.com/support/s/article/1323740f-ec46-48ee-a820-954bdd03f739 https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed mailto:support@support.opengov.com https://opengov.my.site.com/support/s/contactsupport/incident https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/268634/document?section=undefined

Tuesday, June 30, 2026

Withdrawal of Proposal

Any Bidder or Proposer may withdraw their response via the City's eProcurement Portal prior to 3:00 pm on Thursday, July 30, 2026.

City Changes to the Solicitation Documents

The City reserves the right to change any part of these Instructions and Scope of RFI any time prior to the bid opening. Any changes shall be in the form of addenda and will become a part of the solicitation.

Addenda shall be made available to each Respondent. A Bidder's or Proposer's failure to address the requirements of the addenda may result in the response not being considered. If the City determines that a time extension is required, the addenda will give the new submission date.

Addenda shall be acknowledged via the City'seProcurement Portal for the project named "Light to

Medium Duty Vehicle Collision Repair." Project ID: 2026-RFI-0333. Respondent's can view a list of addenda released by the City by clicking on "Addenda & Notices." While drafting a response, there is a section for "Addenda Confirmation" where Respondent's must acknowledge each addenda released.

Deadline for Questions

The deadline to submit questions related to this solicitation is Thursday, July 9, 2026, prior to 4:00 pm.

Questions regarding this solicitation should be submitted directly through the City's eProcurement

Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

Follow these simple steps to submit your proposal electronically:

If you are already registered and need help logging in or retrieving your user information utilize the blue chat bubble visible on the lower right hand corner of the screen.

Click on the hyperlink for the City's eProcurement Portal to create your vendor profile.

Electronic Submission of Bids

All Proposers are required to submit their bid pricing electronically via the city's eProcurement Portal.

The electronic system will close submission exactly at the date and time set forth in this solicitation or as changed by addenda. In addition, your bid must be submitted via the eProcurement Portal.

Proposers are responsible for submitting and having their bid accepted before the closing time set forth in this solicitation or as changed by addenda. NOTE: It is the Proposer's sole responsibility to ensure their bid and document(s) are uploaded, transmitted, and arrive in time electronically. The City will have no responsibility for bids that do not arrive in a timely manner, no matter what the reason.

Upon closing of the Bid, Bid Results will be available on the City's eProcurement Portal.

In the case of a discrepancy between the electronic bid schedule (pricing) and any uploaded Bid schedule document or pricing, the electronic bid schedule will be the accepted bid.

Steps to Submit Your Electronic Proposal:

https://procurement.opengov.com/portal/pasadena

Tuesday, June 30, 2026

To submit an offer to the City, vendor must begin by clicking on the green DRAFT PROPOSAL button.

https://procurement.opengov.com/portal/pasadena/projects/268634

1. Acknowledge all Addenda

2. Accept City of Pasadena Terms and Conditions Message

3. Answer all required vendor questions.

4. Upload all required forms. Proposer may save their work and return.

5. Review your work and submit proposal when ready.

6. You will receive a confirmation email from OpenGov upon receipt of your bid/proposal.

7. Proposer may withdraw their bid at any time prior to 3:00 pm on Thursday, July 30, 2026.

Note: If an addenda is issued after a response has been submitted, Proposer or bidder must return to take steps below. Failure to do both steps will result in an invalidated offer.

1- Acknowledge the new addenda; and

2- Resubmit your bid through the City's eProcurement Portal.

Do Not upload a Zip File: Unzip Your Files

Note: If your files are [zipped or] in a zip folder, you may need to unzip the files before uploading. The following instructions may be helpful to do so.

1. Open File Explorer, and find the zipped folder.

2. To unzip the entire folder, right-click to select Extract All, and then follow the instructions.

3. To unzip a single file or folder, double-click the zipped folder to open it. Then, drag or copy the item from the zipped folder to a new location.

Vendor Registration Instructions & Customer Service information:

Click here to register onto the City's eProcurement Portal hosted by OpenGov.

If you are already registered and need help logging in or retrieving your user information simply click on the blue chat bubble on the lower right hand corner of your screen or contact OpenGov at procurement-support@opengov.com for help at any time.

Customer Service https://procurement.opengov.com/portal/pasadena/projects/268634 https://procurement.opengov.com/portal/pasadena mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com

Tuesday, June 30, 2026

For assistance with e-bidding or uploading documents: Contact OpenGov via the blue chat bubble on the lower right hand corner of your screen or email at procurement-support@opengov.com.

Monday through Friday 5 am - 5 pm PST, except statutory holidays-- response time is typically less than ten minutes.

Surety2000 Instructions

If a bid bond is required, below are instructions for utilizing Surety2000 to submit an electronic bid bond.

Video Trainings:

• How a Contractor Registers with

Surety2000: https://drive.google.com/file/d/1SCj8obRykze8hIIrG84yYD5Wbod7ZQuR/view

• How to Create a Bond:

https://drive.google.com/file/d/1_ZphPelkFAhVhYhUdpKU1sC1xpNjVnf3/view

• How to Sign the Bond: https://drive.google.com/file/d/1wT3UVU-hiecfocwAOwaAh9rP93mKQ-

9P/view

Bid Bond Instruction:

Bidders must provide all required information for the City to verify the bond with their bid. The bond must meet the following requirements and characteristics: Bid security in the amount of five percent

(5%) of the total bid price in the form of a redeemable or callable electronic surety bond, meeting City requirements, must accompany all bids. If the Bidder to whom the contract is awarded shall for fifteen

(15) calendar days after such award fail or neglect to enter into the contract with the required insurance documentation, submit the Construction & Demolition Waste Management Plan, and file the required bonds, the City may deposit in its treasury said bid security and, under no circumstances, shall it be returned to the defaulting Bidder. Failure to return signed contract with all the attachments stated above may result in having the project awarded to the next lowest bidder.

Here is what bidders must provide to their bonding agent when trying to setup a bid bond for the City of

Pasadena: The Project ID of the solicitation on which you are bidding. Your Contractor Vendor ID which is your Federal Tax ID or it’s equivalent. Both fields are required for validation. If you are having trouble finding these ID’s, please contact Surety2000 at 1-800-660-3263 or email help@surety2000.com mailto:procurement-support@opengov.com https://drive.google.com/file/d/1SCj8obRykze8hIIrG84yYD5Wbod7ZQuR/view https://drive.google.com/file/d/1_ZphPelkFAhVhYhUdpKU1sC1xpNjVnf3/view https://drive.google.com/file/d/1wT3UVU-hiecfocwAOwaAh9rP93mKQ-9P/view https://drive.google.com/file/d/1wT3UVU-hiecfocwAOwaAh9rP93mKQ-9P/view mailto:help@surety2000.com