Authorized Caterpillar Service, Repair and OEM Parts

The City of Pasadena Department of Public Works, Building Systems and Fleet Management Division is seeking bids on authorized Caterpillar equipment service, repair, maintenance, and Original Equipment Manufacturer (OEM) parts on an as-needed basis, with bids due September 2, 2026 at 3:00 p.m. and questions due August 26, 2026 at 2:00 p.m. The awardee must be an authorized Caterpillar service provider and distributor with certification from Caterpillar confirming authorization status — the central eligibility filter.

The scope encompasses preventative maintenance, diagnostics, mechanical and hydraulic repairs, software-based calibration and system updates, and parts supply for the City's fleet of approximately 1,100 vehicles and equipment units, including Caterpillar skid steer loaders, forklifts, wheel loaders, and loader backhoes. The solicitation includes pricing tables for 300 hours of standard labor, 80 hours of emergency/urgent labor, and 18 specific Caterpillar OEM parts with estimated quantities ranging from 2 to 10 units. Standard labor applies Monday through Friday 7:00 a.m. to 5:00 p.m.; overtime rates apply outside those hours on weekdays and all day Saturday with City authorization; emergency rates apply only when the City requests immediate response for critical equipment failures. Parts must be delivered within three hours of order placement for orders before noon or by end of business the next day for later orders, to City Yards at 323 West Mountain Street, Pasadena, between 7:00 a.m. and 5:30 p.m. Monday through Friday.

The contract term is five years commencing in Fiscal Year 2027 with no optional extension periods. At the conclusion of each contract year, the contractor may request price increases not to exceed the Consumer Price Index for Los Angeles-Long Beach-Anaheim for the preceding 12-month period. Work must be completed no more than ninety days after receipt of a purchase order, with payment terms of thirty days.

Historical spending data from FY24–26 shows cumulative spending of $25,855.18 with a three-year average annual expenditure of $8,618.39. Prior vendors include Rush Truck Centers of California Inc., Quinn Company, Harbor Diesel & Equipment Inc., and Los Angeles Truck Centers LLC.

The City of Pasadena requires Commercial General Liability insurance with minimum limits of $2 million per occurrence and $4 million general aggregate, Automobile Liability of $1 million per accident, and Workers' Compensation with Employer's Liability of $1 million per accident. All insurance must be placed with A.M. Best A:VII-rated insurers and name the City as additional insured. The contract is subject to Pasadena Living Wage Ordinance requirements for contracts exceeding $25,000. Labor and materials bonds have been waived. Bidders must submit a Pasadena Business License, Vendor Questionnaire (Form AA-1), Equal Employment Opportunity compliance documentation, Relevant Experience Form demonstrating five prior projects with governmental agencies on similar work, Declaration of Non-Collusion, Unique Entity Identifier from SAM.gov, and, if applicable, California Department of Industrial Relations certification and Small and Micro Business Certification from California Department of General Services. All bids must be submitted electronically through the City's eProcurement Portal.