SHOP_HOIST_AND_EQUIPMENT_INSPECTION_BOND_WAIVER_REQUEST_APPROVED.pdf
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- Attached to
- Shop Hoist and Equipment Inspection, Certification, Parts, Preventative Maintenance and Repair Services
- Solicitation number
- 2026-IFB-LM-0433
- Issued by
- Los Angeles County, Berkeley City, California
About this file
This is a bond waiver request memorandum from the City of Pasadena Department of Public Works, Building Systems and Fleet Management Division (BSFMD), seeking approval to waive labor, materials, and performance bond requirements for a shop hoist and equipment inspection and maintenance services contract. The contract will establish a qualified vendor to provide annual inspections and certifications, preventative maintenance, diagnostics, repairs, emergency services, and replacement parts for the City's shop hoists and hydraulic lifts on an as-needed basis. Services are performed for existing City-owned equipment and do not involve construction-related activities or public improvements. The resulting contract will support the City's fleet maintenance operations by ensuring that critical shop equipment remains safe, reliable, and available for daily use. No specific contract term, response dates, or award dates are provided in this memorandum.
The bond waiver request justifies the waiver by citing minimal City risk exposure due to the service-based nature of the contract with no guaranteed quantities or minimum purchase commitments, payment contingent upon City verification of satisfactory service completion and parts acceptance, and the City's retained ability to reject unsatisfactory work and terminate the contract if performance requirements are not met. Additional contractor protections include mandatory insurance coverage as specified in the contract. The waiver was approved by Finance Director Karin Schnaider on July 14, 2026, following approvals by other City departments and administrators. The memorandum references Section 4.08.140 of the Pasadena Municipal Code regarding bond requirements and the Director of Finance's authority to waive such requirements when the waiver will not be detrimental to the City.
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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: July 9, 2026
SUBJECT: Request Bond Waiver for Shop Hoist and Equipment Inspection, Certification, Parts, Preventative Maintenance and Repair Services
The purpose of this memorandum is to request a waiver of the labor and materials bond and the performance bond requirements for the Shop Hoist and Equipment Inspection, Certification, Parts, Preventative Maintenance and Repair Services contracted by the Department of Public Works, Building Systems and Fleet Management Division (BSFMD).
Background
BSFMD operates and maintains vehicle maintenance facilities that utilize a variety of shop hoists, hydraulic lifts, and other shop equipment necessary to inspect, service, and repair the City’s fleet.
These assets are critical to maintaining safe and efficient fleet maintenance operations. Routine inspections, preventative maintenance, certifications, diagnostics, repairs, and replacement parts are necessary to ensure shop equipment remains in safe operating condition, complies with applicable safety requirements, minimizes equipment downtime, and extends the useful life of City assets.
Procurement Summary
The Department of Public Works plans to issue a formal solicitation for Shop Hoist and Equipment Inspection, Certification, Parts, Preventative Maintenance and Repair Services. The resulting contract will establish a qualified vendor to provide annual inspections and certifications, preventative maintenance, diagnostics, repairs, emergency service, and replacement parts for the City’s shop hoists and hydraulic lifts.
Current Work Practices and Risk Assessment
The contract is service-based and does not involve construction-related activities or public improvements. The scope consists of inspections, certifications, preventative maintenance, diagnostics, repairs, and furnishing replacement parts necessary to maintain existing City-owned
Gregory De Vinck https://cityofpasadena.na2.adobesign.com/verifier?tx=CBJCHBCAABAAeT7lW6ocZIIirh0u72uwlxzSUGxlX91-
Request Bond Waiver for Shop Hoist and Equipment Inspection, Certification, Parts, Preventative Maintenance and Repair Services July 9, 2026 Page2 shop hoists and hydraulic lifts. Services are performed on an as-needed basis. Replacement parts are supplied only as required to complete maintenance and repair services. Payment is made only after the City has verified that the services have been completed and parts have been accepted.
The City retains the ability to inspect completed work, reject unsatisfactory services or materials, and suspend or terminate the contract if the contractor fails to meet the contract requirements.
Because the contract is limited to the maintenance and repair of existing equipment and does not involve the construction, alteration, or improvement of public facilities or infrastructure, the City’s overall risk exposure is minimal.
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 inspection, certification, preventative maintenance, diagnostics, and repair services for existing City-owned shop hoists and hydraulic lifts. Although replacement parts may be furnished as necessary to complete maintenance and repair services, the contract is not a standalone materials contract and does not involve construction-related activities. 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 there are no guaranteed quantities or minimum purchase commitments, and payments made only after the City has verified that the services have been satisfactorily completed and any parts furnished have been accepted. Should the contractor fail to perform in accordance with the contract requirements, the City may reject unsatisfactory work, discontinue services, and obtain the required services from another qualified contractor. In addition, the contractor is required to maintain the insurance coverage specified in the contract, providing further protection to the City.
Request Bond Waiver for Shop Hoist and Equipment Inspection, Certification, Parts, Preventative Maintenance and Repair Services July 9, 2026 Page3
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 Shop Hoist and Equipment Inspection, Certification, Parts, Preventative Maintenance and Repair Services contract.
APPROVED BY:
KARIN SCHNAIDER
Finance Director cc: Elena Olimpio, Management Analyst I Gabriel Silva, BSFMD Administrator Phyllis Hallowell, ASD Administrator Erika Alvarez, Purchasing Administrator
Phyllis Hallowell
Erika Alvarez https://cityofpasadena.na2.adobesign.com/verifier?tx=CBJCHBCAABAAeT7lW6ocZIIirh0u72uwlxzSUGxlX91-
SHOP HOIST AND EQUIPMENT INSPECTION
BOND WAIVER REQUEST
Final Audit Report 2026-07-14
Created: 2026-07-09
By: Elena Olimpio (eolimpio@cityofpasadena.net)
Status: Signed
Transaction ID: CBJCHBCAABAAeT7lW6ocZIIirh0u72uwlxzSUGxlX91-
"SHOP HOIST AND EQUIPMENT INSPECTION BOND WAIVE
R REQUEST" History
Document created by Elena Olimpio (eolimpio@cityofpasadena.net) 2026-07-09 - 8:47:51 PM GMT- IP address: 204.89.11.201
Document emailed to Phyllis Hallowell (phallowell@cityofpasadena.net) for approval
2026-07-09 - 8:51:58 PM GMT
Email viewed by Phyllis Hallowell (phallowell@cityofpasadena.net) 2026-07-10 - 0:02:20 AM GMT- IP address: 146.75.146.0
Document approved by Phyllis Hallowell (phallowell@cityofpasadena.net) Approval Date: 2026-07-13 - 8:35:13 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
2026-07-13 - 8:35:15 PM GMT
Email viewed by Gregory De Vinck (gdevinck@cityofpasadena.net) 2026-07-13 - 8:36:40 PM GMT- IP address: 104.47.64.254
Document approved by Gregory De Vinck (gdevinck@cityofpasadena.net) Approval Date: 2026-07-13 - 8:36:56 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
2026-07-13 - 8:36:57 PM GMT
Document approved by Erika Alvarez (ealvarez@cityofpasadena.net) Approval Date: 2026-07-14 - 5:15:10 PM GMT - Time Source: server- IP address: 204.89.11.254 - Signature Appearance Selected: TYPE
Document emailed to Erika Alvarez (ealvarez@cityofpasadena.net) for delegation
2026-07-14 - 5:15:11 PM GMT
Document signing delegated to Karin Schnaider (kschnaider@cityofpasadena.net) by Erika Alvarez (ealvarez@cityofpasadena.net) 2026-07-14 - 5:15:45 PM GMT- IP address: 204.89.11.254
Document emailed to Karin Schnaider (kschnaider@cityofpasadena.net) for signature
2026-07-14 - 5:15:46 PM GMT
Email viewed by Karin Schnaider (kschnaider@cityofpasadena.net) 2026-07-14 - 6:28:32 PM GMT- IP address: 104.47.64.254
Document e-signed by Karin Schnaider (kschnaider@cityofpasadena.net) Signature Date: 2026-07-14 - 6:31:31 PM GMT - Time Source: server- IP address: 204.89.11.120 - Signature Appearance Selected: IMAGE
Agreement completed.
2026-07-14 - 6:31:31 PM GMT
| 2026-07-14T18:34:43+0000 | |
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