Multi-Year-Purchase-Order-Cover-Page-with-TCs.pdf

This is a Multi-Year Purchase Order Cover Page and contract solicitation document from the City of Pasadena Public Works Department, Building Systems and Fleet Management Division, seeking to procure vehicle decals, markings, and vinyl lettering materials for the City's municipal fleet of approximately 1,200 vehicles and equipment units. The solicitation is for materials only and excludes installation services and original artwork design. Requested deliverables include 2-inch 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 exterior-grade automotive vinyl meeting specific standards, including 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 ratings. The contract term is five years from execution date, subject to City approval, with no optional extensions. 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.

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 with the City. The procurement includes federal compliance requirements applicable to HUD-assisted projects, including Davis-Bacon Act prevailing wage provisions, Section 3 employment and economic opportunity requirements, and federal lobbying certifications. Bidders must meet Section 3 benchmarks of 25 percent of total labor hours worked by Section 3 workers and 5 percent by Targeted Section 3 workers, with Section 3 compliance evaluated as 15-25 percent of total available award points. All bidders must submit required forms including 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 and comply with Equal Employment Opportunity provisions and applicable wage ordinances. A sales tax adjustment of 1.75 percent applies for qualifying local bidders. 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. The City will retain five percent of the contract amount until the Labor Standards Enforcement File is completed and final clearance is issued.