Authorized Red Dot Mobile HVAC System Maintenance, Repair, and OEM Parts

The City of Pasadena Public Works Department, Building Systems and Fleet Management Division is requesting bids for diagnostic, preventative maintenance, repair, replacement, and OEM parts services for Red Dot mobile HVAC systems installed on approximately 1,100 City fleet vehicles and equipment, with bids due September 2, 2026 at 3:00 PM and a question deadline of August 26, 2026 at 2:00 PM.

The successful bidder must be an authorized Red Dot Corporation distributor, dealer, reseller, or service provider prior to contract award and must maintain valid EPA 609 Certification for HVAC system work. The contract is subject to the City's Living Wage Ordinance for service contracts over $25,000 and Pasadena Minimum Wage requirements.

Scope includes system diagnostics, refrigerant leak detection, compressor repairs, condenser and evaporator servicing, electrical control repairs, and complete system restoration with testing. Estimated labor quantities span five categories: 80 standard hours, 10 overtime hours, 5 emergency hours, 20 diagnostic hours, and 55 preventative maintenance hours. The solicitation includes pricing for 22 specific OEM parts including compressors, expansion valves, pressure switches, blower assemblies, and receiver driers. Parts must be delivered within three hours of order placement for pre-noon orders, or by end of next business day for afternoon orders.

The contract term is five years with no optional extensions. Price adjustments are limited to the Consumer Price Index rate for the preceding 12-month period at the end of the first contract year. Bids must include all federal, state, and local taxes. A bid bond equal to five percent of total bid price is required. Within 10 calendar days of award notification, the recommended vendor must provide IRS Form W-9, Pasadena Business License, proof of certifications, and insurance documentation. Bidders must submit five documented projects of similar scope and size on the required Relevant Experience Form. All bid documents must be submitted electronically through the City's eProcurement Portal.