Authorized Toyota Vehicle Maintenance and Repair Services

The City of Pasadena Public Works Department, Building Systems and Fleet Management Division is seeking a qualified vendor to provide authorized Toyota vehicle maintenance, diagnostic, and repair services for City-owned Toyota vehicles on an as-needed basis throughout Fiscal Year 2027, with proposals due October 7, 2026 at 3:00 p.m. and questions due September 28, 2026 at 2:00 p.m. This is an informal solicitation.

The vendor must be an authorized Toyota service provider with access to OEM parts and proprietary diagnostic tools; failure to provide Toyota authorization documentation upon request results in non-responsiveness. Services encompass preventive and routine maintenance, diagnostic services, repairs across all vehicle systems, and warranty services performed to Toyota manufacturer specifications.

The contract runs September 15, 2026 through June 30, 2027. Pricing evaluation is based on the lowest Grand Total Price submitted by responsive and responsible bidders for two line items: Standard Labor Rate (40 hours) and Diagnostic Services (10 hours). All costs must be inclusive of labor, materials, supplies, travel, and incidental expenses. The estimated contract value is $100,000. Payment terms are Net 30. Delivery requirements mandate orders placed before 12:00 p.m. delivered within three hours and after 12:00 p.m. delivered by end of next business day to City Yards at 323 W. Mountain Street, Pasadena, California.

Bidders must submit a Relevant Experience Form documenting five completed projects of similar scope, a Vendor Questionnaire (Form AA-1), Licenses and Certifications form, Project Workforce Utilization form (Form AA-2) for contracts exceeding $25,000, and a UEI from SAM.gov. The contractor must comply with the City's Equal Employment Opportunity ordinances and Living Wage requirements. Comprehensive Commercial General Liability ($2,000,000 per occurrence), Garagekeeper's Legal Liability ($100,000 per occurrence), Automobile Liability ($1,000,000 per accident), and Workers' Compensation insurance (Statutory Limits plus $1,000,000 per accident) are required, with the City named as additional insured on all policies. All insurers must maintain an A.M. Best rating of no less than A:VII. Certificates of insurance must be provided before work commences.