Windshield_Replacement_and_Repair_Services_Bid_Waiver_Memo.pdf
PDF 224 KB Posted
- Attached to
- WINDSHIELD REPLACEMENT AND REPAIR SERVICES
- Solicitation number
- 2026-IFB-LM-0448
- Issued by
- Los Angeles County, California
About this file
This is a bond waiver memorandum from the City of Pasadena Public Works Department, Building Systems and Fleet Management Division (BSFMD), requesting approval to waive labor, materials, and performance bond requirements for a windshield replacement and repair services contract. The memorandum, dated June 30, 2026, indicates that BSFMD intends to release a formal solicitation through OpenGov for as-needed windshield replacement, repairs, window tinting, and regulatory inspection services for City-owned heavy-duty fleet vehicles. The services are designed to maintain compliance with Bureau of Automotive Repair requirements and state safety regulations. The contract involves service-based work with no construction or material installation activities, and payment is issued only upon satisfactory completion of services on an as-needed basis with no guaranteed quantities.
The Finance Director approved the bond waiver request under Section 4.08.140 of the Pasadena Municipal Code, which permits waivers when they will not be detrimental to the City. The waiver was justified on the grounds that the contract involves regulatory inspections and compliance verification with minimal risk exposure, as the City retains the ability to suspend or terminate services for non-performance and can seek alternative support options. Risk mitigation is further achieved through required vendor insurance coverage and regulatory oversight by the Bureau of Automotive Repair. The document was signed and approved by all relevant City officials, including the Public Works Director, Purchasing Administrator, and Finance Director, with final approval certified on July 3, 2026.
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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: June 30, 2026
SUBJECT: Request Bond Waiver for Windshield Replacement & Repair Services
The purpose of this memorandum is to request a waiver of the labor and materials bond and the performance bond requirements for Windshield Replacement and Repair Services contracted by the Public Works Department, Building Systems and Fleet Management Division (BSFMD).
Background
BSFMD is responsible for maintaining windshield replacement and repair service compliance of City-owned vehicles with state regulatory requirements. The Bureau of Automotive Repair requires vehicles to undergo professional inspections and service to ensure safe operation and compliance with applicable laws and safety regulations. These state-required operational inspections involve review of vehicle condition, maintenance records, and safety compliance for applicable fleet units.
Procurement Summary
BSFMD intends to release a formal solicitation through OpenGov for Windshield Replacement and Repair Services for City-owned heavy-duty fleet vehicles subject to the Bureau of Automotive Repair requirements. The solicitation will establish a contract for as-needed windshield replacement, repairs, services, window tinting, and regulatory inspection services necessary to maintain compliance with State safety regulations. Due to the service-based nature of the work and the absence of construction or material 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 contract is service-based and does not involve any construction or fabrication. The scope is limited to regulatory inspections and compliance verification of fleet vehicles under the Bureau of Automotive Repair. Services are performed on an as-needed basis and payment is provided only upon satisfactory completion of services. The City retains the ability to suspend or terminate services if performance standards are not met. Risk exposure is minimal as no physical
Gregory De Vinck https://cityofpasadena.na2.adobesign.com/verifier?tx=CBJCHBCAABAAESxxpvHNpSjo42ew5iiU9BmXAGe-ojqM
Request Bond Waiver for Windshield Replacement and Repair Services June 30, 2026 infrastructure or capital improvements are involved. Compliance is further enforced through Bureau of Automotive Repair regulatory oversight.
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 and compliance verification and does not involve any 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 the services are performed on an as-needed basis with no guaranteed quantities, and payment is issued only after satisfactory completion of services. In the event of non-performance, the City retains the ability to discontinue services and seek alternative support options as available. Risk exposure is further minimized through the vendor’s required insurance coverage maintained under the contract.
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 Windshield Replacement and Repair Services contract.
APPROVED BY:
KARIN SCHNAIDER
Finance Director cc: Liseth Gonzalez, Management Analyst I Gabriel Silva, BSFMD Administrator Phyllis Hallowell, Public Works Administrator Erika Alvarez, Purchasing Administrator
Phyllis Hallowell
Erika Alvarez https://cityofpasadena.na2.adobesign.com/verifier?tx=CBJCHBCAABAAESxxpvHNpSjo42ew5iiU9BmXAGe-ojqM
Windshield Replacement and Repair Services Bid Waiver Memo Final Audit Report 2026-07-03
Created: 2026-06-30
By: Liseth Gonzalez (lgonzalez@cityofpasadena.net)
Status: Signed
Transaction ID: CBJCHBCAABAAESxxpvHNpSjo42ew5iiU9BmXAGe-ojqM
"Windshield Replacement and Repair Services Bid Waiver Mem o" History
Document created by Liseth Gonzalez (lgonzalez@cityofpasadena.net) 2026-06-30 - 5:03:07 PM GMT- IP address: 204.89.11.113
Document emailed to Phyllis Hallowell (phallowell@cityofpasadena.net) for approval
2026-06-30 - 5:03:50 PM GMT
Email viewed by Phyllis Hallowell (phallowell@cityofpasadena.net) 2026-06-30 - 7:25:28 PM GMT- IP address: 104.47.64.254
Document approved by Phyllis Hallowell (phallowell@cityofpasadena.net) Approval Date: 2026-06-30 - 7:25:38 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
2026-06-30 - 7:25:39 PM GMT
Email viewed by Gregory De Vinck (gdevinck@cityofpasadena.net) 2026-06-30 - 9:40:34 PM GMT- IP address: 104.47.65.254
Document approved by Gregory De Vinck (gdevinck@cityofpasadena.net) Approval Date: 2026-06-30 - 9:41:03 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
2026-06-30 - 9:41:05 PM GMT
Document approved by Erika Alvarez (ealvarez@cityofpasadena.net) Approval Date: 2026-07-02 - 0:18:58 AM GMT - Time Source: server- IP address: 204.89.11.254 - Signature Appearance Selected: TYPE
Document emailed to Erika Alvarez (ealvarez@cityofpasadena.net) for delegation
2026-07-02 - 0:18:59 AM GMT
Document signing delegated to Karin Schnaider (kschnaider@cityofpasadena.net) by Erika Alvarez (ealvarez@cityofpasadena.net) 2026-07-02 - 0:19:19 AM GMT- IP address: 204.89.11.254
Document emailed to Karin Schnaider (kschnaider@cityofpasadena.net) for signature
2026-07-02 - 0:19:19 AM GMT
Email viewed by Karin Schnaider (kschnaider@cityofpasadena.net) 2026-07-02 - 0:59:42 AM GMT- IP address: 104.28.85.130
Document e-signed by Karin Schnaider (kschnaider@cityofpasadena.net) Signature Date: 2026-07-03 - 0:09:08 AM GMT - Time Source: server- IP address: 204.89.11.120 - Signature Appearance Selected: IMAGE
Agreement completed.
2026-07-03 - 0:09:08 AM GMT
| 2026-07-03T00:13:02+0000 | |
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