Authorized Kubota Service, Parts and Repair

The City of Pasadena Department of Public Works, Building Systems and Fleet Management Division is soliciting bids for authorized Kubota service, repair, and Original Equipment Manufacturer parts supply on an as-needed basis, with proposals due September 2, 2026 at 3:00 PM and questions due August 26, 2026 at 2:00 PM. The contract will run for five years beginning in Fiscal Year 2027 with no optional extension periods.

The scope encompasses preventative maintenance, diagnostics, repairs, electronic diagnostic testing, software updates, warranty and recall-related repairs, hydraulic and electrical system diagnostics, loader and attachment repairs, and OEM parts replacement and installation for Kubota turf tractors, skip loaders, and 7-gang mowers used by the Parks and Recreation and Community Services Department. The awardee must be an authorized Kubota service provider and OEM parts distributor with a minimum of three years of experience and must provide written certification from Kubota prior to contract award or be deemed non-responsive. All parts must be new, genuine Kubota OEM replacements; used, rebuilt, remanufactured, aftermarket, or counterfeit parts are not permitted without prior written approval. Standard parts delivery must occur within three hours of order placement for orders placed before 12:00 PM or by end of business the next day for afternoon orders. All work must be performed by trained technicians following manufacturer standards and procedures.

The contract is subject to the City's Living Wage Ordinance (applicable if contract exceeds $25,000) and minimum wage requirements. Bids will be evaluated on lowest responsive and responsible bid price, with consideration given to contractor qualifications, ability to perform, financial resources, past performance, litigation history, and ability to provide future maintenance and service. Historical spending data shows Glenn B Dorning Inc. (Vendor ID 11559) was the sole vendor from 2024–2025, with annual spending averaging $11,683.74.

Bidders must submit labor rates (standard and emergency), pricing for 16 line items encompassing Kubota OEM parts and delivery services, a Relevant Experience Form documenting five similar projects, UEI from SAM.gov, and all required City forms including Vendor Questionnaire, non-collusion declaration, and workforce utilization data. The City reserves the right to reject all bids, waive irregularities, or cancel the project at any time. Labor and materials bonds have been waived by the Finance Director on July 3, 2026, based on the service-based nature with no guaranteed quantities and payment upon satisfactory completion.