Authorized BMW Motorcycle Repair

The City of Pasadena Department of Public Works, Building Systems and Fleet Management Division, issued an informal solicitation on May 12, 2026, to procure authorized BMW motorcycle repair and maintenance services for the Police Department's fleet of fourteen motorcycles utilized in traffic enforcement and public safety operations. The scope of work encompasses preventative maintenance and inspections, diagnostics and troubleshooting, mechanical and electrical repairs, engine, braking, and suspension system repairs, tire repair and replacement, and technical support, with services provided on an as-needed basis throughout Fiscal Year 2027 (July 1, 2026 through June 30, 2027). The contractor must be an authorized BMW service provider with minimum three years of experience in motorcycle service and repair, access to BMW ISTA diagnostic software, and BMW Motorrad factory training, and must provide a letter or certification from BMW confirming authorized vendor status. Services must include pickup and delivery between 7:00 a.m. and 5:30 p.m. Monday through Friday at City Yards (323 W. Mountain Street, Pasadena, CA 91103) at no additional cost, with response times of 24-72 hours for routine requests with 3-5 business day turnaround, 1-2 business days for urgent repairs, and 30-60 minutes for emergencies. The procurement is evaluated on lowest Grand Total Price from responsive and responsible bidders based on a labor rate proposal for 50 hours at a unit cost determined by bidders, with proposals due May 26, 2026, at 3:00 p.m., a question submission deadline of May 19, 2026, at 2:00 p.m., and delivery of services not to exceed ninety days after receipt of a City purchase order. Bidders must submit completed proposals electronically through the City's eProcurement Portal, including a Unique Entity Identifier (UEI) from SAM.gov, the Vendor Questionnaire, Licenses and Certifications documentation, Project Workforce Utilization form, Current Permanent Workforce Utilization form, Relevant Experience Form documenting five similar projects, and all required federal and local certifications.

The solicitation does not impose specific set-asides for disadvantaged enterprises; however, bidders may voluntarily identify as small and micro-businesses or diverse-owned entities (African American, Asian, Armenian, Hispanic, Native American, disabled, or female-owned) for statistical reporting purposes. All contractors must comply with the Pasadena Living Wage Ordinance (PMC Chapter 4.11) if the contract exceeds $25,000, Equal Employment Opportunity requirements (PMC Chapter 4.08), the City-wide Minimum Wage Ordinance (PMC Chapter 5.02), and may be required to obtain a Pasadena Business License. Historical spending analysis identifies New Century Motorsports LLC (Vendor ID 9989) as the incumbent vendor, with documented expenditures totaling $130,805.67 across Fiscal Years 2023 through 2025, demonstrating established demand and an ongoing operational need. The contractor must procure and maintain comprehensive insurance coverage including Commercial General Liability ($2,000,000 per occurrence/$4,000,000 general aggregate), Garagekeeper's Legal Liability ($100,000 per occurrence), Automobile Liability ($1,000,000 per accident), and Workers' Compensation with Employer's Liability coverage ($1,000,000 per accident), with all carriers maintaining an A.M. Best rating of no less than A:VII and the City named as additional insured. Historical spending records indicate three-year average annual expenditures of approximately $43,601.89, with 2025 spending of $94,649.32, suggesting an estimated budget range of $75,000 to $100,000 for the upcoming fiscal year. The selected vendor must provide an IRS Form W-9, proof of insurance, and any required licenses or certifications within ten calendar days of notification, with contract pricing subject to adjustment at renewal limited to the Consumer Price Index for the preceding twelve months and payment terms of Net 30 days.