STATIONARY_AND_PORTABLE_GENERATOR_MAINTENANCE_AND_REPAIR_BOND_WAIVER_-_SIGNED.pdf
PDF 373 KB Posted
- Solicitation number
- 2026-IFB-LM-0040
- Issued by
- Los Angeles County, California
About this file
Summary of Bond Waiver Memorandum
This file is a bond waiver memorandum from the City of Pasadena's Department of Public Works, dated May 26, 2026, requesting approval to waive labor and materials bonds and performance bonds for the Stationary and Portable Generator Maintenance and Repair Services contract. The Building Systems and Fleet Management Division (BSFMD) manages approximately 27 generators located throughout City facilities, plus one fire sprinkler pump engine system. The proposed contract covers recurring preventive maintenance, inspections, operational testing, fuel system maintenance, fuel polishing, tank cleaning, hazardous fuel disposal, emergency repair services, and temporary generator rental services. These services are performed on a monthly, quarterly, semi-annual, bi-annual, and annual basis according to manufacturer recommendations and applicable safety standards. The contract is structured as a 5-year as-needed and scheduled service agreement with no specific response dates or bidder conferences mentioned in this document. Payment is issued only upon satisfactory completion of services, and the City retains the ability to suspend or terminate services for non-performance.
The memorandum asserts that bond waivers are justified because the contract is service-based and does not involve construction, fabrication, or capital improvements. BSFMD contends that labor and materials bonds and performance bonds would provide minimal practical benefit given the absence of physical infrastructure work and the City's mitigation strategies, which include required insurance coverage, contractor licensing requirements, safety compliance, and ongoing performance monitoring. Risk exposure is characterized as minimal due to payment being contingent on satisfactory service completion and the City's ability to discontinue services and engage alternative vendors without significant operational or financial impact. The Finance Director approved the bond waiver request on May 27, 2026, following the approval chain that included the Director of Public Works and the Purchasing 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: May 26, 2026
SUBJECT: Request Bond Waiver for Stationary and Portable Generator Maintenance and
Repairs
The purpose of this memorandum is to request a waiver of the labor and materials bond and the performance bond requirements for the Stationary and Portable Generator Maintenance and Repair Services contracted by the Public Works Department, Building Systems and Fleet Management Division (BSFMD).
Background
BSFMD is responsible for maintaining City-owned stationary and portable generators utilized to support critical City facilities and operations during power outages and emergency events. The City currently maintains approximately twenty-seven generators located throughout various City facilities, as well as one fire sprinkler pump engine system requiring recurring inspection, maintenance, and testing services. These systems require ongoing preventive maintenance, inspections, operational testing, fuel system maintenance, fuel polishing, tank cleaning, hazardous fuel disposal, and emergency repair support to ensure reliable operation and regulatory compliance. Services are performed on a recurring monthly, quarterly, semi-annual, bi-annual, and annual basis in accordance with manufacturer recommendations, operational requirements, and applicable safety standards. The contract may also include generator rental services necessary to support temporary operational continuity during maintenance, repairs, or emergency situations.
Procurement Summary
BSFMD intends to release a formal solicitation through OpenGov for Stationary and Portable Generator Maintenance and Repair Services for City-owned equipment and facilities. The solicitation will establish a contract for as-needed and scheduled preventive maintenance, inspections, testing, fuel polishing, tank cleaning, hazardous fuel disposal, emergency repairs, and generator rental services necessary to maintain the safe and reliable operation of City emergency power systems. Due to the service-based nature of the work and the absence of construction
Gregory De Vinck https://cityofpasadena.na2.adobesign.com/verifier?tx=CBJCHBCAABAA9-oNvEMNA0sbiQlhVqtjE4qcGZOrgglm
Request Bond Waiver for Stationary and Portable Generator Maintenance and Repairs May 26, 2026 installation activities, BSFMD is requesting approval of the labor and materials bond and performance bond waiver prior to solicitation publication.
Current Work Practices and Risk Assessment
The proposed contract is primarily service-based and does not involve construction, fabrication, or providing materials. The scope consists of recurring inspections, preventive maintenance, testing, fuel system services, hazardous fuel disposal, emergency repair services, and temporary generator rentals associated with maintaining existing City-owned equipment and systems.
Services will be performed on an as-needed and scheduled basis, and payment will only be issued upon satisfactory completion of services rendered. The City retains the ability to suspend or terminate services if contractor performance standards are not met. Risk exposure is minimal as no physical infrastructure or capital improvements are involved. Risk is further mitigated through the City’s insurance requirements, contractor licensing and safety requirements, and the City’s ability to monitor contractor performance throughout the term of the agreement.
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 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 requirement for labor and materials bonds and performance bonds is not applicable due to the nature of the services. For this contract, the work consists primarily of inspection, maintenance, testing, fuel management, hazardous waste handling, and repair services for existing generator systems and related equipment. The contract does not involve public works construction, capital improvements, or standalone material procurement activities. Therefore, the labor and materials bond and performance bond requirements would not provide a significant practical benefit or additional protection to the City.
The City’s risk exposure is minimal because services are performed on an as-needed and scheduled basis with payment issued only after satisfactory completion of work. In the event of non-performance, the City retains the ability to discontinue services and obtain services from another qualified vendor without significant operational or financial impact. Risk is further mitigated through required insurance coverage, contractor’s license, and contractor compliance with applicable environmental and safety regulations related to hazardous fuel handling and disposal.
Request Bond Waiver for Stationary and Portable Generator Maintenance and Repairs May 26, 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 Stationary and Portable Generator Maintenance and Repairs 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
Erika Alvarez
STATIONARY AND PORTABLE GENERATOR
MAINTENANCE AND REPAIR BOND WAIVER
Final Audit Report 2026-05-27
Created: 2026-05-26
By: Elena Olimpio (eolimpio@cityofpasadena.net)
Status: Signed
Transaction ID: CBJCHBCAABAA9-oNvEMNA0sbiQlhVqtjE4qcGZOrgglm
"STATIONARY AND PORTABLE GENERATOR MAINTENANC
E AND REPAIR BOND WAIVER" History
Document created by Elena Olimpio (eolimpio@cityofpasadena.net) 2026-05-26 - 6:29:32 PM GMT- IP address: 204.89.11.201
Document emailed to Gregory De Vinck (gdevinck@cityofpasadena.net) for approval
2026-05-26 - 6:30:06 PM GMT
Email viewed by Gregory De Vinck (gdevinck@cityofpasadena.net) 2026-05-26 - 6:30:29 PM GMT- IP address: 104.47.64.254
Document approved by Gregory De Vinck (gdevinck@cityofpasadena.net) Approval Date: 2026-05-26 - 6:33:50 PM GMT - Time Source: server- IP address: 204.89.11.110 - Signature Appearance Selected: TYPE
Document approval automatically delegated to Antonio Watson (awatson@cityofpasadena.net) by Erika Alvarez (ealvarez@cityofpasadena.net)
2026-05-26 - 6:33:51 PM GMT
Document emailed to Antonio Watson (awatson@cityofpasadena.net) for approval
2026-05-26 - 6:33:52 PM GMT
Document emailed to Erika Alvarez (ealvarez@cityofpasadena.net) for approval
2026-05-26 - 6:33:52 PM GMT
Email viewed by Antonio Watson (awatson@cityofpasadena.net) 2026-05-26 - 7:07:54 PM GMT- IP address: 104.28.48.215
Document approval delegated to Karin Schnaider (kschnaider@cityofpasadena.net) by Antonio Watson (awatson@cityofpasadena.net) 2026-05-27 - 10:01:46 PM GMT- IP address: 204.89.11.123
Document emailed to Karin Schnaider (kschnaider@cityofpasadena.net) for approval
2026-05-27 - 10:01:47 PM GMT
Document approved by Erika Alvarez (ealvarez@cityofpasadena.net) Approval Date: 2026-05-27 - 10:15:53 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
2026-05-27 - 10:15:56 PM GMT
Document signing delegated to Karin Schnaider (kschnaider@cityofpasadena.net) by Erika Alvarez (ealvarez@cityofpasadena.net) 2026-05-27 - 10:16:26 PM GMT- IP address: 204.89.11.254
Document emailed to Karin Schnaider (kschnaider@cityofpasadena.net) for signature
2026-05-27 - 10:16:27 PM GMT
Document e-signed by Karin Schnaider (kschnaider@cityofpasadena.net) Signature Date: 2026-05-27 - 10:28:04 PM GMT - Time Source: server- IP address: 204.89.11.120 - Signature Appearance Selected:
IMAGE
Agreement completed.
2026-05-27 - 10:28:04 PM GMT
| 2026-07-13T21:55:19+0000 | |
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